Create Schedule - Thareja API Documentation

Overview

Create work schedules for team members. Schedules can be one-time events or recurring (weekly or bi-weekly). You can assign schedules to individual members or entire groups, with automatic timezone conversion to UTC.

Request Body

date_from

string

required

Start date and time for the schedule. Will be converted to UTC.Format: Any valid date-time stringExample: "Mon Dec 15 2025 14:00:00 GMT-0800 (PST)"

time_from

string

required

Start time for the schedule (HH:MM format, 24-hour).Example: "09:00"

time_to

string

required

End time for the schedule (HH:MM format, 24-hour).Example: "17:00"

timezone

string

required

Timezone for the schedule. Times will be converted from this timezone to UTC.Example: "America/New_York", "Europe/London"

minimum_hours

number

required

Minimum hours for this schedule shift.Example: 8.0

repetition

string

required

How the schedule repeats.Allowed values: "never", "weekly", "bi-Weekly"Example: "weekly"

members

string

Comma-separated list of user IDs to assign the schedule to.Example: "1,5,7,9"

groupsId

string

Comma-separated list of group IDs. All members and managers of these groups will be included.Example: "2,3"

day_repeat

string

Comma-separated list of days when the schedule repeats. Required for weekly/bi-weekly repetition.Allowed values: mon, tue, wed, thu, fri, sat, sunExample: "mon,wed,fri"

until

string

End date for recurring schedules. Required for weekly/bi-weekly repetition.Format: Same as date_fromExample: "Fri Dec 31 2025 17:00:00 GMT-0800 (PST)"

Response

success

string

Success message confirming the schedule was created.

Example Request - One-Time Schedule

curl --request POST \
  --url https://staging.thareja.org/api/v3/schedule/create \
  --header 'Authorization: Bearer YOUR_API_TOKEN' \
  --header 'Content-Type: application/json' \
  --data '{
    "date_from": "Mon Dec 15 2025 14:00:00 GMT-0800 (PST)",
    "time_from": "09:00",
    "time_to": "17:00",
    "timezone": "America/Los_Angeles",
    "minimum_hours": 8.0,
    "repetition": "never",
    "members": "1,5,7"
  }'

Example Request - Weekly Recurring Schedule

curl --request POST \
  --url https://staging.thareja.org/api/v3/schedule/create \
  --header 'Authorization: Bearer YOUR_API_TOKEN' \
  --header 'Content-Type: application/json' \
  --data '{
    "date_from": "Mon Dec 15 2025 09:00:00 GMT-0800 (PST)",
    "time_from": "09:00",
    "time_to": "17:00",
    "timezone": "America/New_York",
    "minimum_hours": 8.0,
    "repetition": "weekly",
    "day_repeat": "mon,wed,fri",
    "until": "Fri Dec 31 2025 17:00:00 GMT-0800 (PST)",
    "members": "5,7,9"
  }'

Example Request - Bi-Weekly with Groups

curl --request POST \
  --url https://staging.thareja.org/api/v3/schedule/create \
  --header 'Authorization: Bearer YOUR_API_TOKEN' \
  --header 'Content-Type: application/json' \
  --data '{
    "date_from": "Mon Dec 15 2025 09:00:00 GMT-0500 (EST)",
    "time_from": "09:00",
    "time_to": "17:00",
    "timezone": "America/New_York",
    "minimum_hours": 8.0,
    "repetition": "bi-Weekly",
    "day_repeat": "mon,tue,wed,thu,fri",
    "until": "Fri Mar 31 2026 17:00:00 GMT-0500 (EST)",
    "groupsId": "2,3",
    "members": "1"
  }'

Example Request (JavaScript)

fetch('https://staging.thareja.org/api/v3/schedule/create', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer YOUR_API_TOKEN',
    'Content-Type': 'application/json'
  },
  body: JSON.stringify({
    date_from: "Mon Dec 15 2025 09:00:00 GMT-0800 (PST)",
    time_from: "09:00",
    time_to: "17:00",
    timezone: "America/Los_Angeles",
    minimum_hours: 8.0,
    repetition: "weekly",
    day_repeat: "mon,wed,fri",
    until: "Fri Dec 31 2025 17:00:00 GMT-0800 (PST)",
    members: "5,7,9"
  })
})
.then(response => response.json())
.then(data => console.log(data));

Example Response

{
  "success": "data added successfully"
}

Error Responses

{
  "error": 400,
  "message": "date_from, time_from, time_to, timezone, minimum_hours, and repetition are required"
}

Repetition Types

Never (One-Time)

Creates a single schedule entry for the specified date and time. Required fields:

date_from, time_from, time_to, timezone, minimum_hours, repetition

Optional fields:

members, groupsId

Weekly

Creates recurring schedules every week on specified days until the end date. Required fields:

All “Never” fields plus day_repeat and until

Example: Schedule every Monday, Wednesday, Friday from Dec 15 to Dec 31

Bi-Weekly

Creates recurring schedules every other week on specified days until the end date. Required fields:

All “Weekly” fields

Behavior: Alternates weeks based on the week number of the start date (even/odd) Example: Schedule every Monday and Thursday on alternating weeks

Day Repeat Format

Specify days as lowercase three-letter abbreviations, comma-separated:

Day	Value
Monday	`mon`
Tuesday	`tue`
Wednesday	`wed`
Thursday	`thu`
Friday	`fri`
Saturday	`sat`
Sunday	`sun`

Examples:

Weekdays: "mon,tue,wed,thu,fri"
Weekends: "sat,sun"
MWF: "mon,wed,fri"

Member Assignment

Direct Members

Provide user IDs as comma-separated string:

{
  "members": "1,5,7,9"
}

Group Assignment

Provide group IDs and all members/managers are automatically included:

{
  "groupsId": "2,3"
}

Combined

You can specify both groups and individual members:

{
  "groupsId": "2,3",
  "members": "1,15"
}

Note: Duplicate members are automatically removed.

Schedule ID (SID)

Each schedule is assigned a unique Schedule ID (SID):

New schedules: A random 10-character hash is generated
Existing schedules: If a schedule with the same date_from and date_to exists, its SID is reused
Purpose: Groups related schedule entries together

Timezone Handling

Input: Dates provided in any timezone format
Conversion: Automatically converted to UTC for storage
Storage: All schedules stored in UTC
Display: Convert back to user’s timezone when retrieving

Example:

Input: "Mon Dec 15 2025 09:00:00 GMT-0800 (PST)"
Stored: "2025-12-15 17:00:00" (UTC)

Automatic Notifications

Zapier Webhook

For each member assigned to the schedule, a webhook is triggered:

{
  "event": "new_schedule",
  "payload": {
    "user_id": 5,
    "team_id": 1,
    "sid": "abc123def4",
    "title": "New shift created for John Doe",
    "hours": 8.0,
    "shift_start": "09:00:00",
    "shift_end": "17:00:00",
    "start_date": "2025-12-15 17:00:00",
    "end_date": "2025-12-31 17:00:00",
    "repetition": "weekly",
    "day_repeat": "mon,wed,fri",
    "retrieved_at": "2025-11-28 10:30:00"
  },
  "criteria": {
    "team_id": 1
  }
}

Schedule Creation Flow

Bi-Weekly Logic

Bi-weekly schedules alternate based on week numbers:

If start date is in an even week: schedules created on even weeks
If start date is in an odd week: schedules created on odd weeks

Example:

Start: Week 50 (even) - December 15, 2025
Creates schedules: Week 50, 52, 2, 4, etc.
Skips: Week 51, 1, 3, 5, etc.

Notes

UTC storage: All times are converted to and stored in UTC
Multiple members: Separate schedule entries created for each member
Group expansion: Groups are expanded to include all members and managers
Duplicate prevention: Duplicate member IDs are automatically removed
SID reuse: Schedules with identical start/end times share the same SID
Minimum hours: Rounded to 2 decimal places
Team assignment: Automatically assigned to your current team
User tracking: Your user ID is recorded as the creator
Webhook integration: Zapier webhooks trigger for each assigned member
Date parsing: Flexible date format parsing with timezone support

Best Practices

Always specify timezone explicitly
Use 24-hour time format (HH:MM)
Provide until date for recurring schedules
Test with a single member before bulk assignment
Verify timezone conversions for accuracy
Use groups for easier team-wide scheduling
Set realistic minimum hours
Plan recurring schedules in advance
Consider holidays when setting end dates

Use Cases

Shift scheduling: Create rotating work shifts for team members
Project timelines: Schedule recurring project work sessions
Team availability: Set regular availability windows
Resource planning: Plan team member allocations
Coverage schedules: Ensure continuous coverage with rotating schedules
Training sessions: Schedule recurring training or meetings

Get Schedules - List all schedules
Get User Schedule - Get schedules for specific user
Update Schedule - Modify existing schedule
Delete Schedule - Remove schedule
Get Schedule by SID - Get all schedules with same SID

Authorizations

Authorization

string

header

required

Bearer authentication header of the form Bearer <token>, where <token> is your auth token.

Body

application/json

date_from

string

required

Start date and time for the schedule

Example:

"Mon Dec 15 2025 09:00:00 GMT-0800 (PST)"

time_from

string

required

Start time (HH:MM format, 24-hour)

Example:

"09:00"

time_to

string

required

End time (HH:MM format, 24-hour)

Example:

"17:00"

timezone

string

required

Timezone for the schedule

Example:

"America/New_York"

minimum_hours

number<float>

required

Minimum hours for this schedule shift

Example:

8

repetition

enum<string>

required

How the schedule repeats

Available options:

never,

weekly,

bi-Weekly

Example:

"weekly"

members

string

Comma-separated list of user IDs

Example:

"1,5,7,9"

groupsId

string

Comma-separated list of group IDs

Example:

"2,3"

day_repeat

string

Comma-separated days for recurring schedules

Example:

"mon,wed,fri"

until

string

End date for recurring schedules

Example:

"Fri Dec 31 2025 17:00:00 GMT-0800 (PST)"

Time tracking API reference

​Overview

​Request Body

​Response

​Example Request - One-Time Schedule

​Example Request - Weekly Recurring Schedule

​Example Request - Bi-Weekly with Groups

​Example Request (JavaScript)

​Example Response

​Error Responses

​Repetition Types

​Never (One-Time)

​Weekly

​Bi-Weekly

​Day Repeat Format

​Member Assignment

​Direct Members

​Group Assignment

​Combined

​Schedule ID (SID)

​Timezone Handling

​Automatic Notifications

​Zapier Webhook

​Schedule Creation Flow

​Bi-Weekly Logic

​Notes

​Best Practices

​Use Cases

​Related Endpoints

Authorizations

Body

Overview

Request Body

Response

Example Request - One-Time Schedule

Example Request - Weekly Recurring Schedule

Example Request - Bi-Weekly with Groups

Example Request (JavaScript)

Example Response

Error Responses

Repetition Types

Never (One-Time)

Weekly

Bi-Weekly

Day Repeat Format

Member Assignment

Direct Members

Group Assignment

Combined

Schedule ID (SID)

Timezone Handling

Automatic Notifications

Zapier Webhook

Schedule Creation Flow

Bi-Weekly Logic

Notes

Best Practices

Use Cases

Related Endpoints