Adding a regular service

Set up work that repeats: its frequency, preferred days and team member, hours, price and how it is invoiced.

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What it is#

A regular service is work that repeats on a frequency at one property, such as a fortnightly lawn cut or a weekly clean. Once it is added, the diary keeps producing its visits for as long as the service runs.

When to use it#

Use it for a new customer who wants ongoing work, or to add a second service at an existing property, such as window cleaning alongside the lawn. For work done once, add a one-off job instead.

How to do it#

  1. Press Add a regular service on the dashboard, the diary or the Customers page. On a customer's record, open the property's Add menu and choose Add a regular service.
  2. Under Who is it for?, choose An existing customer or A new customer, then the property.
  3. Write the Service description.
  4. Set the Visit frequency: a number, then times a week, weeks between visits, times a month or times a year. Leave All year ticked unless the service is seasonal.
  5. Under Days, leave Any day or pick the days that suit the customer. Under Team member, leave Any team member or pick one. Each row shows Time available or Not enough time.
  6. Enter the Hours per visit. Choose the Billing type: Fixed price per visit with a Price per visit (£), or Hourly rate with an Hourly rate (£).
  7. Choose Invoicing: Invoice after each visit, with how many days after the visit payment is due, or Invoice at the end of each month.
  8. Set the Proposed start date.
  9. Under What happens next, choose Agreed, and tick Email the customer what has been agreed if you want them to have it in writing.
  10. Press Add service. To finish later, press Save as draft.

What your customer sees#

If you ticked the email, the customer gets an email from your business headed Your service with your trading name. It thanks them, then gives the service, the address, the frequency, the start date and the price a visit, with VAT shown if you are VAT registered. It says you will be in touch to confirm the day of the first visit and that there is nothing they need to do. It never gives a clock time.

Nothing is sent if the tick is off, or if the customer has no email address.

What happens next#

In automatic mode the diary places the visits straight away and tells you where the first visit went. In self mode each visit waits on Waiting to be scheduled with a suggested slot, and you choose where it goes.

The team member sees the visits on their page once they are placed. Each visit is invoiced as you chose under Invoicing.

Good to know#

  • The line under Days and Team member changes with the mode. In automatic mode ("Let the diary plan itself"), visits are placed on your chosen days and with your chosen team member when there is room; when there is not, the diary uses the nearest available day or another team member and you are notified.
  • In self mode ("I place visits myself"), the suggested slots show your chosen days and team member first, and you choose where and with whom each visit goes.
  • For hourly billing the hours are used for scheduling and billing. For a fixed price they are used to plan how long each visit takes.
  • To change a service, use Change this service on the record and set Changes from. Visits before that date keep their days and their price. The hours of an hourly service cannot change from a date; the hourly rate can.
  • If the customer has a signed agreement, a new or changed service goes to them as an agreement update in Ready to send.

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