The two kinds of work

Every piece of work is either a regular service that repeats on a frequency, or a one-off job done once. This explains which to use.

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What it is#

RotaRound has two kinds of work.

A regular service repeats. It always has a frequency, such as once a week or every 2 weeks, and the diary keeps adding its visits for as long as the service runs. A property can have more than one regular service, for example a lawn cut and window cleaning, each on its own frequency.

A one-off job is done once and is not repeated, such as clearing the gutters or cutting back a hedge. It sits in the diary alongside the regular visits and goes to one team member.

Both kinds are added in the same sheet, and both can be agreed straight away or sent to the customer as a quote.

When to use it#

Choose a regular service when the work will come round again on a pattern. Choose a one-off job for anything the customer wants once. If you try to add a service without a frequency, the app stops you and says: for a one-time piece of work, add it as a one-off job.

If the customer has not said yes yet, choose either kind and send it as a quote.

How to do it#

  1. Press Add a regular service or Add a one-off job on the dashboard or the diary. To send a quote, press Create quote instead.
  2. On a customer's record, open the property's Add menu and choose Add a regular service, Add a one-off job or Create quote.
  3. In a quote, the first question is What is the quote for?. Choose Regular service or One-off job.
  4. Fill in the sheet and press the main button at the bottom: Add service or Add job for agreed work, Send quote or Save quote for a quote.

What your customer sees#

For a regular service, if you tick the email, the customer gets an email headed Your service with your trading name, with the service, the frequency, the start date and the price. It says you will be in touch to confirm the day of the first visit.

For a one-off job, the email is headed Your booking with your trading name, with the day and whether to expect you in the morning or the afternoon. Neither email gives a clock time.

For a quote, the customer gets an email headed Your quote from your trading name, with buttons to accept or reject it.

What happens next#

A regular service keeps producing visits on its frequency. A one-off job produces one visit. Both appear on the diary and on the team member's page once they are placed. Each visit is invoiced in the same way, whichever kind of work it came from.

Good to know#

  • A regular service can run all year or only in a season, with a different frequency or no visits for the rest of the year.
  • To change a regular service later, use Change this service on the customer's record. Visits before the date you choose keep their days and their price.
  • In automatic mode ("Let the diary plan itself") the diary places the visits for you. In self mode ("I place visits myself") they wait for you to choose a slot.
  • A sheet you are not ready to add can be kept with Save as draft.

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