> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sitesuper.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Schedules

> Decide when and how SiteSuper contacts each super — the AI handles what to ask from the project's plan.

A **schedule** tells SiteSuper when to reach out to a super and on which channel. A super can have multiple schedules.

## Create a schedule

1. Open the super's detail page → **Schedules & Triggers** tab.
2. Add a schedule and set:

<ParamField path="Time">
  When to contact the super, e.g. `08:00`, in the schedule's timezone.
</ParamField>

<ParamField path="Days">
  The days the schedule runs, e.g. Mon–Fri.
</ParamField>

<ParamField path="Timezone">
  The site's local timezone, so the call or message lands at the right local time.
</ParamField>

<ParamField path="Channel override" type="optional">
  By default a schedule uses the super's global primary/fallback methods. Override per schedule to mix channels — e.g. a 7 AM weekday **call** and a Saturday **SMS**.
</ParamField>

<ParamField path="Project">
  The project this schedule belongs to. If the super is on a single project it's chosen automatically; if they're on **several**, you pick which one. This keeps every conversation and report from that schedule attributed to the right project.
</ParamField>

3. Enable the schedule and save.

<Note>
  SiteSuper's dispatcher runs **every minute**. At the scheduled local time it initiates the call or sends the message, then follows your fallback rules automatically if needed.
</Note>

<Note>
  **A schedule belongs to one project.** A super who works **multiple projects** gets a schedule per project, so each daily outreach — and the report it produces — is cleanly tied to the right job. Projects never get intermingled.
</Note>

## What the super is asked

You don't maintain a list of questions. SiteSuper drives the report from the **project's plan** — today's scheduled activities (from the imported Gantt) and any **open variances** — and the AI has a short, natural conversation around them, probing for specifics (trades, quantities, percentages, locations). It won't read a robotic checklist.

* **On a phone call**, the voice agent asks about the day's planned work and follows up on anything open.
* **On SMS / WhatsApp / email**, the super just describes their day in their own words; the AI structures it afterward.
* **On the web report link**, the super taps through today's goals and adds a note (see [Reports](/reports-and-outcomes)).

<Tip>
  If a super forgets what's on for the day, they can simply ask the agent ("what were today's goals?") and it reads back the scheduled work. See [Working hours](#working-hours) for "are we on site today?"-type questions.
</Tip>

## Voicemail & fallbacks

If a scheduled **call** reaches voicemail, SiteSuper:

1. Sends an SMS asking the super to call back.
2. Waits the **callback timeout** (default 15 min).
3. Retries the call, then moves to the super's configured **fallback** channels if still no report.

This is why setting good fallbacks on the super's profile matters — it's how a report always gets through.

## Working hours

Each project has a **Working Hours** tab where you set the **days** the crew is on site and the **start/end** times. This is separate from quiet hours (when *not* to contact someone) — it describes when the job actually runs.

The reporting agent uses it to answer a super who asks things like *"what days are we working?"* or *"are we on site Saturday?"* — reading back the project's schedule and whether today is a working day.

## Updating the schedule

When the plan changes, you don't have to re-import from scratch — SiteSuper takes the updated file and refreshes the current schedule automatically.

There are two ways to send an update:

<ParamField path="Upload schedule (manager)">
  On the project's **Schedule** page, a manager clicks **Upload schedule** and picks the updated PDF or Excel export (max **4 MB**). For large P6 exports that exceed the size limit, drop the file in the project's connected **Drive folder** instead and sync from there.
</ParamField>

<ParamField path="Email an updated schedule (approved senders)">
  Approved senders can **email** an updated schedule to the project's **schedule-ingest address**, shown on the Schedule page. The email is accepted only when **both** are true:

  * the sender's address is on the workspace's **Schedule senders** allowlist (set in **Workspace Settings**), and
  * the project's **Accept schedule updates by email** toggle is on (Schedule page).

  Anything else — an unknown sender, or the toggle off — is ignored.
</ParamField>

An uploaded or emailed file **auto-updates** the current schedule. The **previous file is archived, not deleted**, and stays available on the Schedule page where you can **download** it or **restore** it as the current schedule.

<Note>
  The approved-senders allowlist is **workspace-level** with a **per-project toggle** — add a sender once and they can update any project, while each project independently chooses whether to accept emailed updates. The toggle defaults **on** for every project.
</Note>

## Schedule-aware questions (with a project folder)

If the super's project has a connected **document folder** (Drive or SharePoint), SiteSuper reads the schedule and specs and weaves **today's actual planned activities** into the questions — and validates the report against the plan afterward. See [Integrations → Project folders](/integrations#project-document-folders).