QBR schedules

A schedule drafts a client's review before the meeting and sends it to the owner to check. You set the template, how often the meeting happens and how far ahead the draft should be made, and QuantumOps does the rest. Nothing goes to the client until the review has been approved and published.

Before you start: the QBR Reporting module must be on for your organisation, you must be an Administrator or a Service Desk Manager, and at least one template must exist. The client list comes from your HaloPSA connection. The owner is told about a ready draft by e-mail only when e-mail is set up and the draft-ready e-mail is on in the workflow settings.

How a schedule works

1. You choose a client, a template and a cadence, and the date of the next meeting.
2. On the day the draft is due, QuantumOps builds the review for the client and the period you chose. Drafts are generated from 6:00 in your reporting time zone.
3. The finished draft lands in the In review state and the owner is e-mailed. The owner and any reviewers read it, fix it, approve it and publish it as described in Review, publish and share with the client.
4. The schedule moves on to the following meeting.

As soon as a draft is due, the schedule advances to the next meeting, so Next meeting and Next draft show the following review while this one is being generated.

Schedule one client

1. Open Schedules in QBR Studio and select New schedule. If you have no schedules yet, select Schedule a client instead.
2. Under Client, search the list and pick the client.
3. Under Template and cadence, choose the Template and How often the meeting happens: Monthly, Quarterly, Twice a year, Yearly or Every N days (then enter Every how many days, from 7 to 730). A monthly cadence keeps the day of the month you pick and uses the last day of shorter months.
4. Set Next meeting. Later meetings follow the cadence from this date. If you enter a date that has already passed, the schedule moves forward by whole cadence steps to the first meeting that is today or later.
5. Under When the draft is generated, choose A number of days before each meeting and enter how many, so the owner has time to review. Or choose On a fixed date for the next meeting and pick the date; later drafts keep the same gap before their meeting. The date must be on or before the next meeting.
6. Under Period the review covers, choose the period, as described in the next section.
7. Under People, set the owner, reviewers and reminder (see below).
8. Under Run as, choose how AI blocks run (see below).
9. Keep Enabled ticked so the schedule runs, check the Next three reviews panel, then select Create schedule.

The Next three reviews panel updates as you change the form. For each upcoming review it shows the meeting date, the date the draft will be ready and the period it covers, with dates in your reporting time zone. Use it to check the dates before you save.

The form opens with the defaults from the QBR settings: the default template, the draft lead time, the default owner and reviewers and the reminder. When no default owner is set, the owner starts as you. The cadence starts at Quarterly, Next meeting is filled in as today plus the draft lead time plus 21 days, and Run as starts at The tenant service identity. Those defaults are on the Workflow tab of the settings (QBR settings: brand, workflow and HaloPSA items). The reporting time zone is set on the Metrics tab (QBR settings: CSAT sources, metrics and AI).

Schedule several clients at once

1. On Schedules, select Several clients.
2. In the Schedule reviews for several clients window, tick the clients. Select all shown ticks everything that matches your search, and Clear unticks all.
3. Fill in the rest of the form once. One schedule is created per client, all with the same settings.
4. Select Create schedules; once you have ticked clients the button shows how many it will create. You can create up to 500 schedules in one go.

You can edit any of them afterwards, one at a time.

Choose the period a review covers

If a draft is generated before its period has finished, which happens when the meeting is early in a new quarter and the draft is made a few days ahead, the review's history carries a note telling you to regenerate it after the period ends to get complete figures.

Choose the owner, reviewers and reminder

Use real addresses of people on your team; type one and select Add, or press Enter. Separate several addresses with a comma or a semicolon.

Choose how AI blocks run

Run as decides whose access the AI uses when a prompt block is allowed to look things up with connected tools.

• The tenant service identity is predictable. AI blocks can use the tool sources shared by your whole organisation, and nothing depends on one person staying signed in.
• The owner runs the AI blocks with the owner's linked sign-in, so they can also use the owner's personal tool sources. QuantumOps looks up the owner's linked sign-in when you save the schedule. If the owner has none, or it has lapsed, the draft runs as the tenant service identity instead and the block carries a warning saying so. A single source whose sign-in has lapsed is skipped and noted the same way.

Which sources exist, and which of them the AI may use, is set up on MCP sources and on the AI tab of the settings (QBR settings: CSAT sources, metrics and AI).

What happens when a draft is due

• The review is created for the client with the template, the period and the owner and reviewers you set. It appears in the QBR Studio list as In review, and the owner (plus anyone in Also tell) is e-mailed.
• If the meeting date has already passed by the time the draft was due, no draft is made and Last run says so.
• QuantumOps makes one report per meeting. If a report for that meeting already exists, nothing new is made and Last run says so.
• If creating the draft fails, Last run shows the reason. A failed run is not retried automatically; the schedule carries on with the next review. If a run was interrupted before its report was made, the row says so.

Read the schedule list

The list shows how many schedules you have, with a Search clients box that also matches template names. Schedules that are on come first, ordered by their next draft; paused schedules are dimmed.

The line under the list says that times are shown in your reporting time zone.

Draft a review now

Select the lightning-bolt icon on a row (its tooltip reads "Draft the next review now"). Run now drafts the next review immediately, opens it, and leaves the schedule where it was: the next scheduled draft still arrives on its own date. If a report for that meeting already exists, you are told so and nothing new is made. It also works on a schedule that is paused.

Edit, pause or delete a schedule

• To edit a schedule, select the pencil icon. The Edit schedule window has the same fields as when you created it. Select Save schedule.
• To pause or resume a schedule, use the switch in the On column. When you resume a paused schedule, meetings that have already happened are skipped and it carries on with the next one.
• To delete a schedule, select the trash icon, then Delete schedule. No more reviews are drafted for that client. Reports the schedule already made are kept.

A template that a schedule uses cannot be deleted. Point the schedule at another template first (see QBR templates). A template that is archived cannot be chosen for a schedule. A schedule that already uses a template keeps drafting from it after the template is archived; when you next edit the schedule, pick another template before saving.

Related pages

• QBR templates decide what each drafted review contains.
• Review, publish and share with the client covers what the owner and reviewers do with a scheduled draft.
• QBR settings: brand, workflow and HaloPSA items holds the defaults the schedule form starts with.