Controlling the job duration of recurring services

Best practices

Default settings for the job duration (This is the best option for most businesses)

By default, the job duration of recurring services is simply determined by the Job Type entered on the Recurring Service Type (Settings > Recurring Service Types > Job Type). This is the easiest and lowest maintenance option, and it provides enough control over the job duration for most businesses.

• If you ever want to set up a new Job Type, or edit the duration of a Job Type, you can go to Settings > Job Types > Job Duration.

However, some companies deal with a lot of different scenarios and complex job sites. Even in this case, it's usually best to stick with the default job duration option and simply create different job types for more complex jobs. For example:

• You could have a recurring service called "Standard Duct Cleaning," set up with a "Standard Duct Cleaning" Job Type with a duration of 2 hours.

• Then, you could have a recurring service called "Complex Duct Cleaning," set up with a "Complex Duct Cleaning" Job Type with a duration of 3 hours.

You can configure your account to control the job duration of recurring services on a case-by-case basis (Recommended only if you deal with highly complex situations)

For these businesses, it's best if they control the job duration of recurring services on a case-by-case basis. Here are some reasons why businesses choose this option:

• Some companies have many complex scenarios to deal with when booking recurring services, such as commercial job sites, geographic factors determining how long a service might take, etc.

• Other companies need to be able to control the job duration, because they have a complex membership add-on setup. Every time the company sells extra membership services, they need this to trigger job duration adjustments.

If you feel like this configuration might be best for your company, contact your success or implementation manager to discuss these features and get them turned on for your account. Please be aware, however, that with the job duration configuration on you will need to do some additional membership setup. The job duration configuration may also add extra steps to the booking process when you book membership appointments. Read below for more information.

Job duration of recurring services - Default settings

By default, when you book a recurring service the job duration is going to be determined by the Job Type (Settings > Job Type). This default setting is recommended for efficiency and ease of use as you book recurring services.

• You can set up or edit recurring services through the Memberships Wizard (Settings > Membership Types > Step Three: Recurrences).

• If you want to change the Job Type of a recurring service, go to Settings > Recurring Service Types.

• If you want to create a new Job Type or edit an existing Job Type, go to Settings > Job Types.

Setting up job duration tasks for recurring services

Account configuration is required. Please contact Technical Support for details.

You can have your account configured so the job duration of a recurring service appointment (membership appointment) will no longer be determined by the Job Type.

When your account is set up with this configuration, the duration of the membership appointment will be determined by job duration tasks, which will be added to your recurring service invoice templates. See below for details.

How the job duration configuration works

When this configuration is on, the duration of a recurring service will determined by the sold hours of all tasks that are on the recurring service invoice template.

If you currently have tasks on your recurring service invoice template (such as deferred revenue tasks), it is not recommended that you enter sold hours on these existing tasks. Instead, it is recommended that you always create $0 job duration tasks, and add these job duration tasks to recurring service invoice templates.

Here's why it is a good idea to set up job duration tasks:

• Job duration tasks provide cleaner membership records and more efficiency - it will be easier for the office to see how long the recurring service is scheduled for.

• You can swap out job duration tasks, if you ever need to change the duration of a recurring service.

If a recurring service already exists:

You'll need to set up job duration tasks in the Pricebook (Settings > Pricebook Services). See below for instructions. Once you've created job duration tasks, you'll need to add each job duration task to the appropriate recurring service invoice template (Settings > Invoice Templates).

If you are creating a new recurring service:

When you use the Memberships Wizard (Settings > Membership Types), you can create a new recurring service with the job duration task all ready to go.

• Memberships Wizard > Step Three: Recurrences > Create New Service > Click to create a new recurring service invoice template > Click to add a new task > Create a job duration task for the recurring service.

How to set up job duration tasks

When your account is set up with this configuration, you'll need to create job duration tasks. You'll need to set up these job duration tasks no matter what type of membership you have.

Caution: Once you have created job duration tasks for your recurring services, remember to add these job duration tasks to the appropriate recurring service invoice template (Settings > Invoice Templates).

Setting up job duration tasks for membership add-ons

How to set up membership add-ons to trigger job duration adjustments

You'll need to attach job duration tasks to membership add-ons (see chart below for instructions). This will ensure that when the membership add-on is sold, the appropriate job duration adjustments are made.

1. Go to Settings > Pricebook > Services. You'll need to repeat this process for each of your membership add-ons.

2. Locate the membership add-on task in the Pricebook.

3. Click to edit the membership add-on task (Settings > Pricebook > Services > Search membership add-on > Click to edit).

4. Go to the Workflow tab.

5. Depending on the options selected here, you might need to make different kinds of add-on adjustments. See the chart below.

6. When you are done, make sure to click Save.

How to attach job duration tasks to membership add-ons

Settings > Pricebook > Services > Click into add-on sale task > Go to Workflow tab.

How to change the job duration for a particular location only

The above instructions show you how to update your membership add-ons, so the add-on will trigger job duration adjustments.

When job duration features are configured for your account, you can also adjust the job duration of recurring services for a particular job site only. For example, if there is an easier job site, you might want to update the recurring service settings for that job site only, so the job is scheduled for less time.

All you need to do is change the recurring service settings for that customer's membership. In a nutshell, here's what you'll do:

• You'll navigate to the customer record, and click on the membership.

• Then, you'll click the Edit Pencil on the membership screen.

• You will edit the recurring service invoice template, and enter a new job duration task.

• From now on, recurring services for that job site will be scheduled for the new job duration.

Want to learn more?

• See Set up membership add-ons