Scheduled updates for items

[PLHLtd]

How can I view the scheduled updates I've applied to an item?

We run a lot of events, and like to set them to be visible on our website on a certain date. As Square doesn't automatically hide events once the dates have expired (I'll likely be asking for this as a feature request!), we also set scheduled updates to make them no longer visible on our website at the event time.

What I can't see is any way to see what scheduled updates I have applied to that item. There is nowhere in the item page itself to view this, nor can I actually set any scheduled updates from the item page. This makes it very hard for me to see if I've already set an update or not!

How can I view and edit scheduled updates I have applied to a specific item, and is there a way to set those updates from the item page itself (rather than as a bulk update from the item library)?

[Summer2024]

Hi, @PLHLtd ! Below, I've outlined our current limitations as well as workarounds/best practices. Please let me know if you have any questions. 

Current Limitations:

1. No direct view of scheduled updates from individual item pages
2. Can't set scheduled updates from individual item pages
3. No centralized view of all scheduled updates
4. No automatic event hiding after completion

Current Ways to Manage Updates:

1. Bulk Updates Section:

   • Go to Items > Item Library
   • Click "Bulk Updates" button
   • Select "Scheduled" tab
   • This shows all scheduled updates, but not filtered by item

2. Workarounds for Tracking:

   a) Manual Tracking System:

   • Create a spreadsheet with:
     • Item name
     • Scheduled visibility start
     • Scheduled visibility end
     • Update status
   • Keep this updated when making changes

   b) Calendar Integration:

   • Add scheduled updates to your business calendar
   • Set reminders for when updates should take effect

3. Best Practices:

   a) Organizing Events:

   • Use consistent naming conventions
   • Include dates in item names
   • Group similar events in categories

   b) Scheduling Updates:

   • Schedule updates in batches
   • Document all scheduled changes
   • Set calendar reminders to verify changes

Recommendations:

1. Short-term Solution:

   • Create a tracking system (spreadsheet or similar)
   • Include:
     • Event name
     • Visibility start date/time
     • Visibility end date/time
     • Status of scheduled updates
     • Notes

2. Process Improvement:

   • Schedule updates in regular batches
   • Review scheduled updates weekly
   • Document all changes made

3. Feature Requests: Consider requesting these specific features:

   • View scheduled updates on item pages
   • Set updates from item pages
   • Automatic event hiding after completion
   • Better scheduled update management interface

I know this may not have been exactly what you were looking for, but I hope it helps! 

[PLHLtd]

Respectfully, while I do appreciate the time you took to respond, this is not helpful.

• Knowing that there is a Bulk Updates view is useful - kind of. (For anyone else looking for this, is it currently called "Manage scheduled updates" in the Action menu at the top of the item library, but only if you don't actually have any items selected - if you select any item at all, that menu disappears.) But there is no way to edit any of the updates from here, only cancel them, and you have to click into each and every one individually to check what items it applies to. This is clunky and frustrating to use.
• Recommending I track this through an external spreadsheet or calendar is asking me to do extra work for something that Square should be able to do itself. This is inefficient and inconsiderate of the fact that we are trying to run a business, and do not have time for this. If Square is going to offer a feature, they should not require me to manage it elsewhere because they didn't put in the necessary functionality to allow me to use that feature properly.
• The "Best Practices" offered do not apply to, or have any impact on, the missing functionality being discussed. It seems very odd to be included here. We are unable to schedule updates in batches, as often we need one or two specific things to become visible or unavailable at a time, which means a separate scheduled update for each one - so this is not useful.
• I should not have to make a "Feature Request" for what is actually "missing functionality and usability", particularly when being able to view and change scheduled updates on items was available on the item pages before Dashboard and Online merged into a single item library. This functionality was once there, and is not any more, which is what makes this even more frustrating.

Ultimately, what I take from this is that Square has chosen not to provide this necessary functionality for the scheduled updates feature, and are of the opinion that I am expected to use a spreadsheet or calendar to manage what they seem to be unwilling to implement. That is, at best, disappointing.

[Summer2024]

@PLHLtd I apologize for the frustration. I normally like to include all information possible in case someone else comes across this thread and it may help them. 

I can escalate this to our product team and let them know them know of your frustration and that this is a necessary feature for your businesss.

[PLHLtd]

Yes please, I would appreciate that, thank you.