Service Titan Knowledge Base

Controlling the job duration of recurring servicesLast updated on 03/22/2022


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

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.

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.

Pricebook task
Purpose
Settings
Memberships Wizard or Pricebook?

Job Duration Task

You’ll put a job duration task on each recurring service invoice template.

The sold hours of the job duration task will determine the duration of the appointment.

Details tab

  • Code

  • Name - For example, "Job duration 2 hours."

  • Item Description

  • Price - $0 (job duration tasks should never be used for member billing).

  • General ledger account- Leave blank.

  • No other settings should be necessary.

Commission tab

  • Sold Hours - Make sure to enter sold hours. This is going to determine the job duration of the recurring service.

  • Do not enter bonus or commission amounts here.

Materials tab

  • N/A - Do not use this task for materials.

Workflow tab

  • Do nothing - This task does not need to trigger a new membership, membership renewal, or add-on services or billing.

Memberships Wizard

You can create job duration tasks in the Memberships Wizard (Step Three: Recurrences > Add Recurring Service > Create New Service > Invoice Template > Create > Click to add services).

Or, you use the Memberships Wizard to attach an existing recurring service to the membership (Step Three: Recurrences > Add Recurring Services > Add Existing Service). The job duration task should added to the recurring service invoice template. Go to Settings > Recurring Service Types if you want to check this.


Setting up job duration tasks for membership add-ons

Pricebook task
Purpose
Settings
Memberships Wizard or Pricebook?

Job Duration Task for a Membership Add-On Service

Membership add-ons may impact the duration of the job. If this is the case, you should create a job duration task for the add-on, so it can be added to the recurring service invoice template.

Details tab

  • Code

  • Name - "For example, "Add-on 1 hour."

  • Item Description

  • Price - $0 (job duration tasks should never be used for member billing).

  • General ledger account- Leave blank.

  • No other settings should be necessary.

Commission tab

  • Sold Hours - Make sure to enter sold hours. This is going to determine the job duration of the recurring service.

  • Do not enter bonus or commission amounts here.

Materials tab

  • N/A - Do not use this task for materials.

Workflow tab

  • Do Nothing- The job duration task will not trigger a new membership, membership renewal, or add-on sale. Make sure Do Nothing is selected on job duration tasks. However, you will need to go back into the original membership add-on task, and update the Workflow tab there. See below.

Pricebook

You will create job duration tasks for membership add-ons in the Pricebook (Settings > Pricebook > Services > Create new service > Workflow tab.

If the membership is paid up front:

  • Make sure to create a separate job duration task for each membership add-on.

  • Do not use the original membership add-on task for the job duration.

If the membership has recurring billing:

  • Same as a paid up front membership, for a recurring billing membership you'll need to create a separate job duration task for each membership add-on.

  • Do not use the original membership add-on task for the job duration.

  • Do not use the add-on billing task for the job duration.

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.

Add new[Name of recurring service]recurring service

If this option is checked, this means the add-on triggers an extra recurring service.

  • You'll need to make sure that the job duration task for the add-on is on the recurring service invoice template.

  • Go to Settings > Recurring Service Types. Click into the Recurring Service Type for this recurring service.

  • Update the recurring service invoice template, adding the $0 job duration task for the add-on.

Add additional tasks to the membership's billing template

You don't need to update the billing template with job duration tasks. Remember: Job duration tasks are $0 tasks that go on recurring service invoice templates only.

Add additional tasks to the

[Name of recurring service] recurring service invoice template

If this option is checked, this means the add-on is an upgrade to an existing recurring service.

  • You'll need to make sure that when the add-on is sold, the job hours are also adjusted for the add-on.

  • Under Add additional tasks to the recurring service invoice template, Click Add tasks/materials. Add the $0 job duration task for the recurring service.

  • Another option: You can also go to Settings > Pricebook > Services and update the $0 membership add-on task with Sold Hours (under the Commission tab). However, for clean record-keeping, you might want to have two separate add-on tasks added to the recurring service invoice template: The $0 task for the add-on service, and the $0 job duration task for the add-on service. This is up to you.


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.




Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.