Build group schedules for recurring activities like drug testing, orientation sessions, or reporting days. Randomize assignments, organize by color and group, and share schedules with clients through messages, calls, and portals.

### Overview

Group schedules allow your agency to create bulk schedules for recurring events that involve multiple clients. Instead of creating individual events one at a time, you define a schedule pattern, assign groups of clients, and let eCourtDate generate the events automatically. Schedules can be randomized to prevent predictability, which is especially useful for drug testing and compliance check-ins. You can organize schedules by color code and group name, share them through portals and messages, and restrict visibility so clients see only their current schedule. This feature is designed for probation departments, drug courts, pretrial services, and any agency that manages group-based activities on a recurring basis.

### Prerequisites

Before creating a group schedule, make sure you have:

- An active eCourtDate account with Admin or scheduling permissions
- **Client Groups** set up for the clients you want to schedule (see [How to Manage Client Groups](/how-to-manage-client-groups))
- At least one **Location** configured for the scheduled events (go to **Admin** > **Settings** > **Locations**)
- A **Portal** set up if you plan to share schedules with clients online (see [How to Create Web Portals](/how-to-create-web-portals))
- Message templates ready if you plan to notify clients about their schedule assignments

### How-To Steps

#### Step 1: Navigate to Schedules

1. Click on **Events** in the top navigation bar.
2. Click the **Schedules** tab to view existing schedules or create a new one.

#### Step 2: Create a New Schedule

1. In the left column, locate the **Create Schedule** form.
2. Enter a descriptive **Name** for the schedule (e.g., "January Drug Testing Schedule" or "Weekly Orientation Sessions").
3. Select the **Location** where the scheduled events will take place.
4. Select the **Event Type** that applies to this schedule.
5. Choose a **Color** to visually distinguish this schedule from others on the calendar.
6. Click the **Create** button.

You will be redirected to the schedule detail page where you can configure dates, groups, and rules.

#### Step 3: Define the Schedule Pattern

1. In the **Schedule Settings** section, set the **Start Date** and **End Date** for the schedule period.
2. Select the **Frequency** (daily, weekly, biweekly, or monthly).
3. Choose the **Days of the Week** that the schedule should run on (e.g., Monday, Wednesday, Friday).
4. Set the **Start Time** and **End Time** for each session.
5. Click **Save** to apply your schedule pattern.

#### Step 4: Assign Groups to the Schedule

1. In the **Groups** section, click the **Add Group** dropdown.
2. Select the client group you want to assign to this schedule.
3. Repeat for additional groups as needed.
4. Each group will be assigned to the schedule dates based on the pattern you defined.
5. Click **Save** to confirm group assignments.

#### Step 5: Randomize the Schedule

1. In the **Randomization** section, enable **Randomize Assignments** to shuffle which groups are assigned to which dates.
2. Set a **Randomization Seed** if you want to regenerate the same random pattern later (optional).
3. Click **Generate Schedule** to create the randomized assignments.
4. Review the generated schedule in the preview table to verify the distribution looks correct.
5. Click **Save** to finalize the randomized schedule.

Randomization is particularly important for drug testing schedules where predictability could compromise compliance.

#### Step 6: Share the Schedule with Clients

1. To share through messages, click **Send Notifications** to trigger a message to all assigned clients with their schedule details.
2. To share through a portal, ensure the schedule is linked to your portal and clients can view their assigned dates after signing in.
3. To restrict visibility, enable **Current Schedule Only** so clients see only their next upcoming assignment rather than the full schedule.
4. Optionally, click **Export** to download the schedule as a PDF or CSV for printing or offline distribution.

### What to Expect

After creating and publishing your group schedule, eCourtDate generates events for each scheduled date based on your pattern and group assignments. Clients receive notifications through the channels you configured (text, email, or voice). On the portal, clients see only their assigned schedule (or just the current assignment if you restricted visibility). Staff can view the complete schedule with all groups, colors, and dates in the **Schedules** tab. If you randomized the schedule, the randomized assignments are locked in until you regenerate them.

### Best Practices

- **Use color coding consistently.** Assign distinct colors to different groups or schedule types so staff can quickly scan the calendar and identify which group is scheduled on a given day.
- **Randomize drug testing schedules.** For compliance-sensitive programs, always enable randomization to prevent clients from predicting their testing dates.
- **Restrict portal visibility for sensitive schedules.** Use the **Current Schedule Only** setting for drug testing and similar programs so clients cannot see future dates and plan around them.
- **Send reminders in advance.** Pair your schedule with an auto message or flow that sends a reminder 24 to 48 hours before each scheduled session.
- **Review and regenerate monthly.** At the start of each month or period, review the schedule for conflicts with holidays or court closures, then regenerate as needed.

### Frequently Asked Questions

**Q: Can I edit individual dates within a group schedule after it is generated?**
A: Yes. After the schedule is generated, you can edit, remove, or add individual events within the schedule without affecting the rest of the pattern. Navigate to the specific event in the **Events** page to make changes.

**Q: What happens if I add a new client to a group after the schedule is already generated?**
A: The new client will be included in future schedule notifications and portal visibility. However, past events that were already generated will not automatically update. You may need to manually assign the client to past events if needed.

**Q: Can I create overlapping schedules for different groups at the same location?**
A: Yes. You can have multiple schedules running at the same location on the same day. Use different time slots or event types to distinguish between them. Color coding helps staff identify which schedule is which.

**Q: How do I handle holidays or closures in a group schedule?**
A: After generating the schedule, review the dates and manually remove or reschedule any events that fall on holidays or closure days. You can also adjust the schedule pattern to exclude specific dates before generating.

**Q: Can clients see other clients' schedules?**
A: No. When clients view the schedule through a portal, they see only their own assigned dates. They cannot see other clients' names or assignments. Staff members with appropriate permissions can view the full schedule.

### Troubleshooting

**Issue:** The generated schedule does not include all expected dates.
**Symptoms:** After clicking **Generate Schedule**, the preview table is missing dates that should be included.
**Solution:**

1. Check that the **Start Date** and **End Date** cover the full desired period.
2. Verify the correct **Days of the Week** are selected for the schedule pattern.
3. Confirm the **Frequency** matches your intent (e.g., weekly vs. biweekly).
4. Regenerate the schedule after correcting any settings and click **Save**.

**Issue:** Clients report they are not receiving schedule notifications.
**Symptoms:** Clients assigned to the schedule say they did not get a text, email, or call about their assignment.
**Solution:**

1. Verify the clients have valid contact information (phone number or email) on file.
2. Check that the **Send Notifications** action was triggered after the schedule was finalized.
3. Review the **Messages** page to see if messages were queued, delivered, or encountered errors.
4. Ensure the message template includes the correct merge tags for schedule details.
5. If the issue persists, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Manage Events](/how-to-manage-events)
- [How to Create Availability Templates](/how-to-create-availability-templates)
- [How to Send a Mass Message Using Bulk Actions](/how-to-send-a-mass-message-using-bulk-actions)
- [How to Manage Client Groups](/how-to-manage-client-groups)
- [How to Create Web Portals](/how-to-create-web-portals)