How do I schedule activities in my AHP Job Plan?

Scheduling

Go to Section 3 (Timetable) of your AHP Job Plan and click on the + New Activity button. Under the Categorisation section there is Schedule section where you enter the days and times on which an activity occurs.

Let’s try a simple example. Let's say you wanted to add an activity that is scheduled to occur weekly on Tuesdays from 09:00 to 17:00. To set this in the schedule, try the following:

Click to change the default start and end time of '08:00' (From) and '12:00' (to) and change these to '09:00' and '17:00'.
On the next two rows, keep the default of Repeats as 'Weekly' and of Every as '1 week on'.
click 'Tuesday' from the list of the weekdays.
Click the green Create button to the bottom right corner in order to save it in your Timetable.

There is every chance your Job Plan is not as simple as that though. We will talk you through some other options for adding more complex scheduling as well below.

Complex Scheduling – Rotational Activities

In the event that you undertake an activity every other week, that is easily entered. As it is a schedule based on a two-week pattern, leave the activity repeating as 'Weekly' but change the number of weeks it occurs on from 'Every 1 week on' to 'Every 2 weeks on'. Once that has been saved, you have an activity that alternates in a two-week pattern, and this will also be reflected in your Hours.

In addition to this, it might be the case that you undertake a different activity on that alternate week. If so, add first activity as above, and select this to take place on Week 1. Click 'Save' and that is recorded for you. Then, when you add the other activity, this time you highlight this to take place on Week 2. Once you have saved that activity, an alternating pattern will have been set up.

(NB: Week 1 will be highlighted by default when adding an activity which does not occur weekly, so click this again to deselect it in order to set up that alternating pattern.)

You could have an activity on a three, four, seven, or even 49 week schedule and the above process will work for each one of them. If you were to work an activity 4 weeks of the year, weeks 1, 9, 24 and 42 of a 52 week schedule, this would be just as simple to add. Simply add the activity in question, categorise as needed, click the day on which this occurs and then highlight 'Weeks 1, 9, 24 and 42' of the schedule before clicking Save.

In other circumstances, you might have an activity that occurs on a monthly rotation, rather than weekly.

If it’s a one month cycle (e.g. you undertake an activity on the 2nd and 4th Monday and Thursday of the month, every month) that’s added in a similar fashion to adding weekly activity activities. The first difference is changing the Repeats field from 'Weekly' to 'Monthly'.

After that you will be given two options: it will repeat either On the... or Each.

If you leave the default On the... selected, you will then be able to choose which weeks of the month they occur on in the first box (i.e on the 1st, 2nd, 3rd, 4th or 5th week of the month) and which days.

So, if you undertake an activity that happens on the 2nd and 4th week of a month on Mondays and Thursdays, select '2nd' and '4th' in the first row, and then tick 'Monday' and 'Thursday' in the subsequent row. Then, as with any activity creation, scroll down and press Save.

The 'Each' option would be used for any date specific activities. For example, if you have a regular meeting each month on the 10th, select 'Each' and this will allow you to select the day(s) on which this occurs.

Complex Scheduling – Flexible Activities

If you have a flexible activity on your schedule, (i.e., a responsibility as part of your Job Plan with an associated number of hours, but not set to occur at a particular/regular time), this should be marked as such.

To add this to your Timetable, add the activity in the usual manner and then scroll down to the Schedule section. The first row of this section will give options for 'Scheduled' or 'Flexible'. As the default would be 'Scheduled', you should instead mark 'Flexible', and the content of this section will change slightly.

At this point, it is as simple as entering the Duration this activity would be equivalent to as a weekly average.

The blue 'i' icon on the right-hand will provide further information on the added activity, when this would be used, and how this is calculated on the site.

Complex Scheduling – On Call activities

These are easily marked on Job Plans. When adding an activity, in the last row before the Schedule section you will see a choice for On Call which by default is marked as 'No'. If this does need to be marked as an On Call activity, select 'Yes' instead. The activity will then be set as Flexible On Call by default, but you can change this to Scheduled On Call if needed using the same method as explained above.

Updated on: 15/08/2025

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