The Self Recurring function is used to automatically schedule the future visits in. The system will create the next visit when the technician completes the job on the mobile app or when the current job is completed in the main system.
If all 3 conditions are met then the system will create the new visit automatically. The Self Recurring must be ticked and the services must have a contract length and renewal length defined. If either the contract or renewal is set to NA no visit will be created for that service.
The renewal is the interval between visits normally set to weekly, fortnightly or monthly and the contract is the total length of how long you want the system to schedule visits for. The contract can be set to a number of months or years or indefinite. We recommend setting the renewal type and contract type as the default setting within Services in the admin section. We also recommend setting the contract to Indefinite so the visit keeps renewing and if the customer cancels the service you just need to untick the Self Recurring tick box on the last visit to stop it or you could delete the future visit so it won’t renew.
If the renewal or contract period doesn’t exist it can be created in admin section under renewal type or contract type.
Once the existing visit is completed the new visit will be created and scheduled in at the same time of day as the last visit and with the same technician as the last visit.
This means the user needs to set up the first visit and the system will book all future visits in for them. There will always be one visit booked in advance. If the system detects that the new visit lands on a weekend it will push it forward to the Monday. If the new visit lands on an existing job or assignment it will move to the next available day.
Please note the Self Recurring function is only triggered when the technician clicks complete on the mobile app or when the office user clicks on the Complete Job function from the customer job list. Changing the job status to complete in Edit job will not cause the function to run.
Examples
Below are 3 examples of different configurations:
Example 1
A new job is entered in for Monday the 1 February at 9:00 AM for technician John. The job has two services both set to renew weekly (1 Week) and the contract is set to 5 years.
When John clicks Complete on the mobile app the system booked in the next visit for Monday the 8 February at 9:00 AM for technician John. The new visit has both services in it with all the same details as the last visit. When this new visit is completed it is booked for the following Monday and so on until the contract runs out in 5 years.
Example 2
A new job is entered in for Wednesday the 3 June at 10:00 AM for technician John. The job has one service set to monthly (1 Month) and the contract is set to indefinite. When John clicks Complete on the mobile app the system booked in the next visit for Friday the 3 July at 10:00 AM for technician John. When the visit on the 3 July is completed it creates a new visit on the 3 August at 10:00 AM for technician John. As this is set to indefinite the system will keep creating visits every time the current visit is completed.
If the next visit coming up is rescheduled from John to Tim at 10:30 then all future visits will be scheduled for Tim at 10:30 AM.
Example 3
A new job is booked in with 4 services for Tim for this Friday at 1:00 PM. Two of the services are set to a weekly renewal and the other two are set to 4 weekly renewal. The contract for all 4 services are set to indefinite.
The first visit this Friday has all 4 services, then the next 3 visits only have 2 services and then the next visit has all 4 services. This pattern will be repeated until changed or cancelled.
Options
This function can run in two modes, the first mode is the default mode where it schedules the next visit with a date, time and technician. The second mode will create the new visit but enter the new visit into the system as a unscheduled with no date, time or technician.
Updated: 3 July 2020