Schedule Exceptions

Schedule exceptions are used to account for any temporary changes in building occupancy or significant operational patterns. This can include tenant overtime HVAC requests, unusually cold weather requiring 24/7 operation, major after-hours equipment PMs or repairs, running HVAC systems to help dry a recently shampooed carpet, etc. Schedule exceptions should not be used for long-term or permanent changes. 

Unlike accessing the Occupancy Schedule, discussed above, Schedule Exceptions can be created in two locations: 
(A) Building Schedule page (where users edit the Occupancy Schedule), and 
(B) Explorer. 

However, there are two notable differences between these two points of access: 

1. All existing, historical or future, Schedule Exceptions for a building can only be viewed via the Building Schedule page.
2. Creating future schedule exceptions can only be performed via the Building Schedule page. 

(A) Creating Schedule Exceptions via Building Schedule Page

1. Click the green “View Schedules” link in the top right corner of the building’s Performance screen. 

2. Once in the Occupancy Schedule page there will be a separate section about halfway down the page titled “Schedule Exceptions." Here we can add new exceptions and view or edit previously created ones.
3. Select the appropriate year for the schedule exception (defaults to the current year).
4. Click the green “Add New” button on the right-hand side of the screen, but in the “Schedule Exceptions” section.

5. A new window will appear with three sections running along the top half of the screen. Follow the prompts to create a new exception. 

6. Select an occupancy “Exception Category”. This does not affect the Schedule Exception or Measures, but is primarily used for your own record keeping and in Advisory meetings. 

7. Select the start and end dates for the Schedule Exception. If the Exception only occurs within one day then the start and end dates should be identical. Select the start and end times for your Exception.
   • At this point you may enter any date and time in the future for your Exception to happen, and it will automatically apply when the time comes.
8. There is a question under the dates: “Was it occupied during this time?” This should almost always be left on “Yes”. This is asking if the building is operating, not necessarily if the building is physically occupied. You may select “No” if you are entering a Holiday Exception when the building will not be operating when it normally would have. 

9. If the Exception will repeat itself, like an ongoing tenant request, select “Repeats” from the Edit Frequency section. Schedule Exceptions can only repeat for up to 7 days after the initial Exception’s start date. If the Exception does not repeat then leave this section alone.
10. Finally, add a title for your Exception and a note to describe the operation. Notes are not required but are recommended to help with diagnoses in the future.
11. Once everything is satisfactory click the green “Save” button in the upper right corner of the screen. 

(B) Creating Schedule Exceptions From the Explorer Page

1. Navigate to the Explorer page of your building, and adjust the date picker to show the period of time you would like to add your Exception to.
   • The date in the date picker can span a larger range of time than the Exception will, but not less.
2. Ensuring that the magnifying glass and pan button are not selected click, hold, and drag your mouse cursor over the time period you wish to add an Exception. Times can be fine-tuned in a later step, so do not worry about clicking-and-dragging perfectly.
   • If the magnifying or pan button is selected its icon in the top left of the Explorer graph will be shaded grey, if unselected the icon will remain white.

No icons are selected above the graph. Users can click and drag their Schedule Exception. 

The magnifying glass is selected, note the grey shading. Clicking and dragging now will zoom the graph in. 

3. A window will open on the right side of the graph, this is how we can create Schedule Exceptions and Annotations. For now, we will focus on Exceptions. Select “Schedule Exception” under “Overlay Type."

4. A new dropdown menu appears below the “Overlay Type” to choose the type of Schedule Exception. Select the most appropriate category, then click “Next."

5. Add a title and any relevant notes or comments for the Exception. We always recommend adding notes to assist in future diagnostics and Advisory discussions. 

6. Finally, confirm the date and time ranges you highlighted in Step 2, and make any adjustments as necessary. Click “Save” when finished.
   • There is a question at the bottom of the menu: “Was it occupied during this time?” This should almost always be left on “Yes”. This is asking if the building is operating, not necessarily if the building is physically occupied. You may select “No” if you are entering a Holiday Exception when the building will not be operating when it normally would have.