Overview
Use bulk booking to book several visits at once for your service agreements. You can book a week's worth of service visits in a few clicks. Each upcoming visit includes details pulled from the customer's agreements. Those details are used to book the job.
Who uses this feature
Administrators and office employees
Primarily benefits Commercial Service and Replacement and Commercial Construction business types
Applies to all trades
Feature configuration
The Book Job permission is required for bulk book visits.
Account configuration is required to use this feature. Please contact Technical Support for details.
Book visits into jobs in bulk
Go to the navigation bar and click Follow Up.
Go to Service Agreement Visits.
Use the filters to find the upcoming visits you want to book in bulk.
Select the visits you want to book into jobs.
Tip: To select all visits on the page, select the checkbox at the top of the table.
Click Book Jobs.
On the Book Jobs window, fill out the following information to override details of the selected visits before booking them into jobs.
Job Type: Select the job type of the job that you want to book the visit.
Note: If you select a job type from this window it will replace the previously chosen Job Type for visits in the Scope of Work step when creating Service Agreements. For more details, see Create a Service Agreement step 4: Scope of work.
(Optional) Business Unit: Select the business unit of the job that you want to book the visit.
(Optional) Start Date: Use the date picker to select a Start Date for the visit window.
Note: If left blank, the selected visits are scheduled for the first date of their visit windows or the current date, whichever is greater.
Arrival Window: Select a pre-set arrival window from the dropdown.
Note: Arrival Windows needs to be enabled, you are required to select an arrival window for all the jobs that you book. To learn how to set up arrival windows, see Set up arrival windows.
Start Time: Enter the start time of the job.
Note: If you want to check availability for a certain time and/or date, click Calendar to view the Schedule Board..
Marketing Campaign: Select a marketing campaign.
(Optional) Priority: Select the Priority level for the job. Most often it's Normal.
(Optional) Technician: If applicable, assign a technician or technicians to the job.
If you want to send a booking job confirmation message to the customers, make sure to enable the Book with Confirmation toggle. This only notifies those customers who have notifications enabled.
Click Book.
A pop-up opens, confirming the jobs are booked.
Bulk Booking Alert
Use alerts to notify office employees and technicians when a service agreement visit was booked in bulk. Use alerts to ensure that your entire staff stays on track and up-to-date.
Go to the top toolbar and click Settings
.In the side panel, click Integrations > Alerts.
In the Alerts section that opens, click Add to add a new alert.
In the Add alert window that opens, enter the alert details:
Type: Select the Bulk Booking for Service Agreement Visits alert. The alert details open according to the alert type you selected.
Delivery Method: Select the channel by which you want to send the alert.
Note: Both Email and SMS method is selected by default.
Recipients: Enter the name of the users who you want to get the alert.
When you're finished, click Save.