Ongoing Schedual Calendar

Question

Hello Everyone,Our food rescue picks up food from different stores in our city. We then partner with distribution sites that pick up food from us on specific days each week or month. Most of our sites are weekly; for example, they pick up every Tuesday. In other cases, the sites pick up on the fourth Thursday of the month. Is there a way to build or create a calendar where I can enter this data, and it generates all the sites and what day they would come to our location to pick up food? Currently, we have a table for each site with the day they would pick up and other additional information. I have attached an example of the calendar that we created in Excel. Thank you.

Top Step · Answer

Calendar reports won’t repeat a record on their own, so the trick is to end up with one record per pickup.

On your Sites table, add a Pickup Day field (Monday through Sunday) and a Week of Month field. Leave Week of Month blank for weekly sites, or set it to 4 for a site like the fourth Thursday.

Then add a Calendar Dates table with one record per day, imported once from a spreadsheet for the year, plus two formula fields. Day name:

Case(DayOfWeek([Date]), 0, "Sunday", 1, "Monday", 2, "Tuesday", 3, "Wednesday", 4, "Thursday", 5, "Friday", 6, "Saturday")

Week of month:

Int((Day([Date]) - 1) / 7) + 1

A scheduled pipeline once a month can loop through Sites, find next month’s matching dates (same day name, and the same week of month when one is set), and create a Pickup record for each. A calendar report on Pickups then shows every site on its days, and one-off changes like holidays are just edits to those records.

Want more detail? I wrote a full walkthrough here: https://www.topstep.tech/blog/quickbase-recurring-pickup-schedule-calendar

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