Plan tasks, appointments, pick-ups and drop-offs in the Schedule

Open the ScheduleRose

1. Open the menu (☰) and choose Schedule.
2. Or, on the dashboard, click Open Schedule on the Tasks and appointments card.
3. To add a task without leaving the dashboard, click New task under Quick actions.

• Every Rose user has Schedule in the menu. No extra right is needed.
• The ⏰ Due chip at the top of every screen counts what is due for you. Click it to see the list, then Open Schedule, + New task or My reminder settings.
• The first time anyone at your store opens the Schedule, entries from the old week planner are copied in. Entries dated before that day come in as done. Nothing is deleted.

Agenda and Week viewsRose

Use the Agenda / Week buttons at the top of the Schedule to switch views.

• Agenda lists items in groups: Overdue, Today, Tomorrow and Later. Overdue items show first, however old they are. After that the list covers 60 days from the start date shown ("From …").
• Week shows Monday to Sunday as a grid from 7am to 8pm. Items with no time, or a time outside those hours, show in the All day row. A line marks the current time today.
• ‹ and › move a week back or forward. Today jumps back to today.
• Use the filters to show Everyone or Mine (items assigned to you, plus items for everyone), and All, Tasks, Appointments, Pick-ups or Drop-offs.
• Tick Show completed to also see items that are done or cancelled. In Agenda view it also shows the last 14 days.
• Each row shows the type, the day and time (for example "in 25 min" or "2 h late"), who it is assigned to (👤), the linked consignor (#number and name) and any e-mail reminders (✉). Click the consignor to open that contract.
• With Rose Pro and the Users right Export and import (Rose Pro), the EXPORT button downloads what is shown as a CSV file.

Add a task, appointment, pick-up or drop-offRose

1. Click + New. In Week view you can also click an empty time slot to start an appointment at that hour, or an empty All day box to start a task on that day.
2. At the top, choose Task, Appointment, Pick-up or Drop-off.
3. Enter a Title, then pick the Date. You can also set a Time (blank = any time) and a Length.
4. Under Assigned to (none = everyone), pick one or more people. Leave it empty to assign the item to everyone.
5. Under Remind staff, choose when the pop-up reminder appears, from At the time to 1 day before.
6. To link a consignor or vendor, click Find next to Consignor / vendor, search by account number, name, address or phone, and click their row. Clear removes the link.
7. Add any Notes, then click Save.

• A Title and a Date are required.
• If you link a consignor to an appointment, pick-up or drop-off while the title is still empty, the title is filled in for you (for example "Pick-up: SMITH, JANE").
• A new appointment starts at 1 hour long. Other types start at 30 minutes.

E-mail reminders to the consignorRose

Appointments, pick-ups and drop-offs that have a linked consignor or vendor can e-mail them reminders. Tasks cannot.

1. Open the item and link the consignor or vendor (Find).
2. Tick E-mail the consignor reminders.
3. Set each reminder as a number plus minutes, hours or days before. Click + Add reminder to add more, up to 3. Remove deletes one.
4. Keep E-mail them if it's moved or cancelled ticked if they should hear about changes.
5. Click Save. The note under the box shows which address the e-mails go to.

• Reminders set in minutes or hours need a Time. For an item with no time, use days.
• If the item is booked so late that several reminders are already due, only the nearest one is sent.
• Each e-mail says what, when and where, and invites them to reply to cancel or ask a question. Replies go to Rosebot.
• Moving the date or time of an open appointment e-mails the new time. Reminders then start over for the new time.
• No e-mail is sent if the contract has no e-mail address, or if ROSEBOT E-MAILS (appointment reminders, message alerts) is unticked on the contract. In that case only the portal message (below) goes out.
• Once something has been sent, the item shows E-mails so far: with each reminder and whether it was sent.

One text reminder (SMS)Rose

Appointments, pick-ups and drop-offs that have a linked consignor or vendor also have a text reminder box.

1. Tick Text the consignor one reminder.
2. Under When, choose 1 hour, 2 hours, 4 hours, 1 day or 2 days before.
3. Click Save.

• This needs the Users right Schedule: text reminders to consignors and vendors.
• The consignor must have said START (Contracts → TEXT MESSAGES, or START - YES, TEXT ME AT MY MOBILE NUMBER in myPortal) and must not have replied STOP.
• The store needs TEXTING and SCHEDULE TEXT REMINDERS turned on in Administration → SETTINGS, plus Rose Pro and an SMS plan.
• The note under the box says what is missing.

Edit, complete, cancel or delete an itemRose

1. Click Edit on a row, or click the item in Week view.
2. Change what you need and click Save.
3. To complete it, tick the box at the start of its row, or click Mark done in the item. Reopen (or unticking the box) puts it back on the list.
4. To cancel an appointment, pick-up or drop-off that has a linked consignor, click Cancel appointment and confirm. If change e-mails are on, the consignor is e-mailed.
5. To delete an item, click Delete and confirm.

• +15 min on a timed row moves the item itself 15 minutes later. If it has a consignor with change e-mails on, they are told the new time.
• To see cancelled items, tick Show completed. Undo puts a cancelled item back on the Schedule. If the consignor was told it was cancelled, they are e-mailed that it is still on.
• Delete cannot be undone. To keep a record, use Mark done or Cancel appointment instead.

Reminders, pop-ups and the morning summaryRose

• ⏰ Due counts open items assigned to you or to everyone that are overdue, due today, starting within 2 hours, or waiting for a cancel decision. It turns red when something is late, starts within 15 minutes, or a consignor asked to cancel.
• A ⏰ REMINDER pop-up appears at each item's Remind staff time, with Done, Snooze 15 min (reminds you again later and does not move the item) and Open.
• ☀ GOOD MORNING appears once, at your first sign-in of the store day. It shows how many items are overdue and due today, plus Open Schedule.
• Change these for yourself under ⚙ Settings → My reminder settings: Pop-up reminders, Desktop notifications (also when Rose is in another tab; the browser asks once) and Morning summary. Pop-ups and the morning summary start on. Desktop notifications start off.

When a consignor replies or cancelsRose

Consignors can reply to a reminder e-mail or write in their portal MESSAGES. Rosebot reads the reply.

• If the reply asks to cancel (for example "I need to cancel" or "can't make it"), Rosebot acts on their own next appointment within 30 days, or on the one the e-mail was about.
• With Cancel right away, Rosebot cancels it, e-mails the consignor a confirmation and tells staff.
• With Staff approves first (the default), the item shows Cancel requested by the consignor with Approve cancel and Keep. Approving e-mails them that it is cancelled. Keeping e-mails them that it is still on.
• Staff see a ✉ ROSEBOT · CONSIGNOR REPLY pop-up with the same buttons, plus Open message. The reply also waits in MESSAGES.
• A reply that is not a cancellation (a question, or "can we do next week?") is never answered by Rosebot. It goes to MESSAGES for staff to answer.

Schedule settingsRose

1. In the Schedule, click ⚙ Settings.
2. Under When a consignor cancels by replying to Rosebot, choose Cancel right away or Staff approves first.
3. Set Free the time slot when cancelled (it leaves the week view) and Who gets the pop-up: The assigned staff member + managers, Everyone or Managers only.
4. Under My reminder settings, choose your own pop-up, desktop and morning-summary options.
5. Click Save.

• The store-wide part can be changed only by users with the Administration and Subscription Plans right. For everyone else it is greyed out, but they can still save their own reminder settings.
• In this screen, "managers" means users with that Administration right.

What consignors and vendors see in myPortalmyPortal

• Consignors do not see or book appointments in myPortal. The store adds them in Rose.
• If your store has Rose Pro and portal messaging is on for them, each reminder, change and cancel notice also appears in their MESSAGES. They can reply there to cancel or ask a question.
• Under MY ACCOUNT → TEXT MESSAGES (shown when the store has texting on), they can tick START - YES, TEXT ME AT MY MOBILE NUMBER and APPOINTMENT REMINDERS.