Scheduling

Some requests need a session — a hearing or proceeding — before they can be decided. Scheduling is the capability that coordinates one onto a calendar, runs it, and folds what came out of it back into the record. At its core it’s a resource-scheduling problem: fitting a session into the availability of several people and places at once.

Resource scheduling

A session has to land in a slot that works for everyone involved — the adjudicator, the representative, the appellant, a hearing room or a virtual location. The scheduler works from each participant’s availability and blackout dates, proposes conflict-free slots, and prevents double-booking. It can build a day’s docket automatically from criteria, and show each scheduler a prioritized queue of sessions to place.

A session begins as a schedule task. Once a slot is set, dependent work (a draft that waits on the session) sits in an on hold state until the date passes — the same hold mechanism the workflow engine uses everywhere. Rescheduling updates the same task, so the request’s history keeps the full trail.

Running the session

Sessions are typically held remotely, so the platform integrates with a video-conferencing provider to host them and to capture an audio recording and a transcription. These are integrate-or-provide ports (see Integrations) — a deployment binds them to its conferencing and transcription services, or the platform supplies them.

What the platform records about a held session is small and concrete:

• disposition — held, no-show, withdrawn, postponed;
• the parties present — drawn from the request’s party directory;
• artifacts — the transcript or recording enters the data model as a document on the appeal, indexed and searchable like any other evidence.

Because the transcript is just another document, it’s immediately available in the Reader and citable — there’s no separate session repository to reconcile against the file.

Where it connects

Scheduling reads the evidence in the Reader, is sequenced by the workflow engine, notifies parties through the notification port, and binds its video + transcription to the conferencing port. When a deployment already runs a scheduling system, the calendar itself is a port bound to it rather than managed in-platform.