Reschedule or Update an Activity

Overview #

Scheduled activities may need to change because of operational delays, resource unavailability, maintenance requirements, rental extensions, location changes or revised priorities.

Before rescheduling an activity, review the effect on the assigned resource and any related rentals, maintenance, inspections, transport or operational commitments.

Record the reason for the change and preserve the original schedule information where AssetIQ provides separate planned and revised fields.

Important: Do not change dates merely to remove an overdue or conflict indicator. The updated schedule should reflect an authorized change to the operational plan.

Before you begin #

Before updating an activity, confirm that:

• The correct activity is open
• You understand why it must change
• The proposed dates or resource are known
• The change has the required authority
• Related activities can be reviewed
• Affected users can be notified
• You have permission to update the activity

Some fields may be locked after an activity starts or reaches a particular status.

Changes that may be required #

You may need to update:

• Start date or time
• End date or time
• Assigned asset or resource
• Activity location
• Responsible person or team
• Priority
• Instructions
• Required components
• Planned preparation period
• Status
• Supporting documents
• Another configured field

Use the dedicated business process when one exists.

For example, extend an active rental through Rental Management rather than moving its calendar entry without recording the extension.

Open the scheduled activity #

1. Sign in to AssetIQ.
2. Open Scheduling, Resource Planning or the corresponding module.
3. Navigate to the activity date.
4. Find the required calendar entry.
5. Select the entry.
6. Review its summary.
7. Open the underlying record where required.

Confirm:

• Activity reference
• Activity type
• Assigned resource
• Current dates
• Location
• Status
• Responsible user

Identify the originating record #

A calendar entry may originate from:

• Rental job
• Maintenance order
• Work order
• Inspection
• Audit
• Resource-unavailability record
• General scheduled activity
• Another configured module

Where an originating record exists, update that record so the calendar and business process remain aligned.

Do not create a second calendar activity to represent a change to an existing record.

Review the current schedule #

Before changing anything, review:

• Original planned dates
• Current revised dates
• Actual dates
• Assigned resource
• Activities immediately before and after it
• Related assets or accessories
• Location
• Preparation and transport time
• Existing warnings
• Linked records

This creates a clear baseline for assessing the proposed change.

Enter the reason for the change #

Use a specific reason, such as:

• Customer rental extended
• Asset failed pre-dispatch inspection
• Required part unavailable
• Site-access date changed
• Maintenance completed early
• Weather delayed work
• Replacement asset assigned
• Transport collection rescheduled
• Inspector unavailable

Avoid vague reasons such as:

• Changed
• Delayed
• Updated schedule
• Operations request

A clear reason helps users understand why the original plan changed.

Change the start or end date #

To change an activity’s dates:

1. Open the originating record or scheduling form.
2. Select Edit, Reschedule or the corresponding action.
3. Enter the revised start date and time.
4. Enter the revised end date and time.
5. Record the reason.
6. Review resource availability.
7. Resolve any warning.
8. Save or confirm the change.
9. Review the updated calendar entry.

Preserve original planned dates where separate revised-date fields are available.

Extend an activity #

Extending an activity may create conflicts with:

• Future rentals
• Planned maintenance
• Inspections
• Transport
• Resource unavailability
• Other internal work

Before confirming an extension:

1. Check the entire extended period.
2. Review activities after the original end date.
3. Check maintenance and certification deadlines.
4. Confirm resource location.
5. Review required components.
6. Resolve competing commitments.
7. Obtain necessary approval.
8. Notify affected users.

For rental extensions, see Extend or Update an Active Rental.

Shorten an activity #

If an activity will finish earlier:

1. Confirm the new expected end date.
2. Determine whether the resource is genuinely available afterward.
3. Allow time for return, inspection and preparation.
4. Update the originating record.
5. Review dependent activities.
6. Notify affected users.

Do not mark the activity complete unless the required operational work has actually finished.

Change the assigned resource #

If the original resource becomes unavailable:

1. Record why it cannot be used.
2. Search for a suitable replacement.
3. Confirm technical capability.
4. Review the replacement’s condition.
5. Check its complete schedule.
6. Confirm its location.
7. Check required components.
8. Release the original resource where appropriate.
9. Assign the replacement.
10. Save the change.
11. Confirm both schedules.

Do not select an unsuitable resource solely because it has no calendar conflict.

Preserve substitution history #

When a resource is replaced:

• Retain the original resource where the activity history requires it
• Record the substitution reason
• Record the effective date
• Identify the replacement
• Review dispatch, return or maintenance records
• Update related documents
• Notify affected users

Do not overwrite actual historical use.

Change the activity location #

Before changing location:

• Confirm authorization
• Check whether the resource can reach the new site
• Review transport requirements
• Check site access
• Confirm operating suitability
• Review regional compliance or certification
• Update the responsible contact
• Notify affected users

Preserve the previous location history where the activity has already started.

Change responsibility #

If another user or team will coordinate or perform the activity:

1. Confirm the new assignee is active.
2. Check their module and location access.
3. Confirm their authority and competence.
4. Transfer relevant instructions and documents.
5. Update the responsible field.
6. Notify both previous and new assignees.
7. Confirm acceptance where required.

Do not assign specialist work to an unqualified user.

Update priority #

Change priority only when the operational urgency has genuinely changed.

Record why the priority was increased or reduced.

Changing priority does not automatically resolve a conflict or authorize displacement of another activity.

Use drag-and-drop scheduling #

If AssetIQ supports drag-and-drop:

1. Confirm that you selected the correct entry.
2. Review the underlying record.
3. Drag it to the new date, time or resource.
4. Review the proposed change.
5. Check conflict warnings.
6. Enter a reason where prompted.
7. Confirm the change.
8. Open the entry and verify its details.

A drag-and-drop action may update the underlying business record immediately or after confirmation.

Do not use this function casually on live rentals, maintenance work or inspections.

Resize a calendar entry #

If resizing is available, changing an entry’s width or height may change its end date or duration.

Before resizing:

• Confirm the revised duration
• Review downstream activities
• Check resource availability
• Confirm that the business activity has changed
• Record the reason
• Review the saved record

Do not visually shorten a record simply to remove an overlap.

Recheck availability #

After changing dates, resource or location:

1. Clear restrictive filters.
2. Review all activity types.
3. Check the complete new period.
4. Review maintenance and inspection requirements.
5. Check resource unavailability.
6. Confirm transport and turnaround time.
7. Review required components.
8. Open any conflicting record.

A previous availability result is no longer reliable after a significant change.

Review dependent activities #

A schedule change may affect:

• Preparation
• Transport
• Dispatch
• Return
• Inspection
• Maintenance
• Related components
• Customer or project commitments
• Follow-up work
• Commercial documents

Update dependent activities where authorized.

Do not leave related records using obsolete dates.

Resolve new conflicts #

If the revised schedule conflicts with another commitment:

• Select different dates
• Choose another resource
• Adjust a provisional commitment
• Split the activity
• Reschedule maintenance with technical approval
• Escalate competing priorities
• Record an authorized exception where permitted

See Identify and Resolve Scheduling Conflicts.

Update status appropriately #

A change in dates does not necessarily require a status change.

Use the status that reflects the activity’s actual state, such as:

• Scheduled
• Confirmed
• In Progress
• Delayed
• Overdue
• Completed
• Cancelled

Do not mark an activity completed merely because it has been moved out of the current period.

Save the update #

Before saving, confirm:

• Correct activity
• Revised dates
• Correct resource
• Location
• Responsibility
• Change reason
• Availability
• Resolved conflicts
• Related updates
• Required approval

Then:

1. Select Save, Update, Confirm Change or the corresponding action.
2. Review any warning.
3. Confirm the update.
4. Check the updated record.
5. Review the calendar.
6. Confirm that history was retained.

Notify affected users #

Notify users responsible for:

• Resource preparation
• Current and future rentals
• Maintenance
• Inspections
• Transport
• Site coordination
• Dispatch and return
• Customer or project communication

Include:

• Activity reference
• Previous schedule
• Revised schedule
• Changed resource or location
• Reason
• Required action
• Operational restrictions

Cancel an activity #

Cancel rather than reschedule when the activity will not proceed.

Before cancellation:

1. Confirm the correct record.
2. Check whether the activity has started.
3. Record the cancellation reason.
4. Release allocated resources.
5. Review dependent activities.
6. Notify affected users.
7. Retain cancellation history.

Do not delete a confirmed activity merely to clear the calendar.

Correct an accidental update #

If an activity was changed incorrectly:

1. Stop further processing.
2. Record what changed incorrectly.
3. Contact the activity owner or AssetIQ administrator.
4. Use the authorized correction process.
5. Restore correct dates or resources.
6. Recheck conflicts.
7. Notify affected users.
8. Preserve the correction history.

Common issues #

The Edit or Reschedule action is unavailable #

The activity may be locked by its status, owned by another module or restricted by your permissions.

Drag-and-drop does not work #

The calendar may be read-only, the record may be locked or drag-and-drop may not be enabled.

The original dates disappeared #

Check whether AssetIQ provides separate planned, revised and actual fields. Contact the administrator if required history was overwritten.

The calendar did not update #

Confirm that the originating record was saved, refresh the calendar and review active filters.

The revised dates create a conflict #

Do not ignore the warning. Resolve the conflict before confirmation.

The new resource is not available for selection #

Review its operational status, location, permissions, schedule and resource configuration.

An updated activity remains overdue #

Confirm whether the revised date was recorded through the correct extension or rescheduling process.

Related activities still show old dates #

Update dependent records where authorized and confirm that integrations or schedule refreshes completed successfully.

Recommended practices #

When rescheduling activities:

• Update the originating record
• Record a specific reason
• Preserve original planned information
• Check the complete revised period
• Confirm technical suitability of replacements
• Review resource location
• Recheck maintenance and inspections
• Allow turnaround time
• Update dependent activities
• Resolve new conflicts
• Use drag-and-drop carefully
• Notify affected users
• Retain cancellations and corrections
• Confirm the updated calendar entry

Next steps #

Continue with:

• Identify and Resolve Scheduling Conflicts
• Manage Resource Availability and Unavailability
• View Asset and Resource Schedules

For related guidance, see:

• Schedule Assets and Resources
• Understand the Scheduling Calendar