Repeat a job on a schedule
Set a job to come round every few days, weeks or months, and each visit is added to your jobs table four weeks ahead, with its customer, site, assignee and lines.
On this page
Check where visits go
Visits are added to the jobs table Create job uses for a quote. An admin opens Tools, then Quotes, clicks Quote settings, and checks Jobs: the Jobs table, and the Visit date field each visit's day goes into.
A jobs table with a date field called Scheduled For is found without choosing.
Start a recurring job
Open Tools, then Recurring jobs, and click New recurring job. It opens over the list. Give it a Title, and choose who it is Assigned to, the Customer and the Site. Notes go on every visit's job, such as a gate code.
Somebody not on your team yet? Choose + Add team member at the top of Assigned to. Under Invite, choose Send it now to email them, or Add now, invite later to add them quietly and send it from Admin, then Members when you are ready. Either way they can be assigned the job straight away.
Somebody who works in an associated company? Choose + Add from another company under it, search their name and click them. They keep their place there and are added here as well, so the job reaches them.
With more than one location, the names are grouped under the location each person works at.
A customer or site that is not in the list yet can be added without leaving. Click Customer or Site, then Add new at the top of the list, fill it in and save. On the phone app it is New customer or New site, in the same place. Whatever you had typed in the search starts the form. Either way it is chosen for you, and nothing you already typed is lost.
On the site form, type the first few letters of the street address and pick the real address from the list under it. The suburb, state, postcode and country arrive with it. Standing at the site, click Use my current location above the address instead, and your browser asks before it shares anything. The site form on the phone app searches the same way. If the address is already one of your sites, the web offers Use this site and the phone app chooses it for you.
Each site in the Site list shows its suburb, state and postcode under its street. Typing a suburb finds every site in it.
To repeat a job you already have, choose it under Repeat a job. Its details and lines are copied, and that job is the first visit. To start from an accepted quote, open the quote and click Repeat this job.
Type in Repeat a job to find a job by its customer, its title or its date. On the phone app, the list also narrows to This week or This month. It sorts by Newest first, Oldest first or Name A to Z.
Set how often
Under How often, type a number in Repeat every and choose days, weeks or months. For weeks, click the days of the week. For months, choose On day and a day of the month, or On the and a week and a day, such as the last Friday. Every 3 months is quarterly, and every 12 months is yearly.
Choose the First visit, then when it Ends: Never, On a date, or After a number of visits. The box underneath shows the rule in words and the next visits it books.
Add what each visit costs
Click Add line or Add from price book, then type the Qty and Unit price. Each visit shows the total. Every visit's job gets these lines, so its value adds itself up.
Save and book the visits
Click Save. Every visit from the first one to four weeks ahead is added to your jobs table as a job, and the next visit always is, even when it is months away. After that, new visits are added every hour as the four weeks move on.
Each visit is listed under Visits with its job's status. Click Open job to open the job over the recurring job and change it there, or click Archive (Request archive if you are not an admin). Open full page takes you to it in your jobs table. If a visit you expect is not there, click Book visits.
On the phone app, tap Edit job on a visit to change its job there, such as its notes or its status. Remove a visit's job with Skip. To delete a whole recurring job, swipe it left in the list and tap Delete, or press and hold it.
Change one visit
Under Visits, click Move, choose the day, then Move visit. Later visits stay on their days.
Click Skip, type a Reason if you like, then Skip visit. Its job is removed and the visit is not booked again. Put back brings it back.
Click Reassign to give one visit to someone else. Later visits keep the recurring job's assignee.
Move or skip a whole day
On Recurring jobs, click Change a day. Choose From, and To for more than one day. Choose Move them and how many days later, or Skip them with a reason, then click Move visits or Skip visits.
Every recurring job's booked visits on those days change, and the panel says how many. Later visits stay on their days, and a job that has already started is left as it is.
Change the schedule
On Recurring jobs, click a recurring job to open it over the list. Open full page opens it on a page of its own. Closing it with changes you have not saved asks first.
Change anything on the recurring job and click Save. It asks first: choose the day Changes apply from, and it says how many booked visits from that day are replaced with the new ones and how many stay. Click Save and rebook.
Visits before that day do not change. A visit you moved, skipped or reassigned, or whose job someone has started or edited, stays as it is.
Pause, resume or end it
Under Visits, click Pause, choose Pause from and, if you know it, Start again on (optional), then Pause. The panel says how many booked visits are removed first. Nothing is booked while it is paused. Click Resume to book again from the day you choose.
Click End and choose Last visit on or before to stop it, and Start again to restart it later. The bin icon deletes it, here or beside it on the Recurring jobs list: booked visits from today that nobody has changed go with it, and every other job stays in your jobs table.
Watch visits from Quick Glance
On Quick Glance, click Edit layout, then Add widget, then Recurring jobs. Click Save layout.
The card shows Active, Next 7 days, the visits booked in the next week, and Paused.
Click Open Recurring jobs to see each one, with its next visit.
Click the round + on the card, or on its row in List, to make a recurring job in a panel over Quick Glance, the same form as New recurring job on the list. With none yet the card reads No recurring jobs yet, and Add does the same.
Text customers before each visit
At the top of Recurring jobs, find Text customers before each visit and choose 1 day before, 2 days before, 3 days before or 7 days before. Off sends nothing. Only an admin can change it, on the web or the phone app.
Each customer then gets a text that many days before every visit, between 9am and midday, with the work, the day, the site and the arrival window when the job has one. It names your business, and ends asking them to let you know if the day does not suit.
A visit is texted once. A skipped visit, a customer with no mobile number on their record and a number that has replied STOP are passed over.