Manage recurring services

Overview

Memberships typically include recurring services, which are service or maintenance visits for a customer’s service location. You can edit a recurring service from the service location record. For example, you can change a customer’s weekly landscaping visits from Monday to Wednesday.

Things to know

• Based on frequency settings, recurring services generate recurring events, which can then be booked into jobs.

• Recurring events appear in the Upcoming Appointments section of the Follow Up screen based on the filters you set.

• The recurring services settings are used to pre-fill job details, but you can edit job information if, for example, a preferred technician is unavailable.

• If you add a recurring service to an existing membership, the customer is not billed.

• On a customer’s membership record, click View Audit Trail to view all edits to a membership and a membership’s recurring services. This makes it easier to identify who made edits and to resolve customer issues.
  

Edit recurring services at a service location

1. Search for and open the service location record.

2. Go to the Recurring Services section and click a recurring service to edit it. 

3. Enter any changes to the recurring service.

   1. Recurring Service Type: The type of recurring service. Changing a recurring service type clears the previously entered information in the recurring service record.

   2. Name: The name of the recurring service as it appears in your system. The name does not appear on the invoice.

   3. Tags: The tags that are attached to the service location.

   4. Memo: A note attached to the recurring event and upcoming appointment record.

   5. Invoice Template: The invoice template includes the services performed during the recurring event. This is used to generate the invoice for the recurring event.
      Tip: Typically, the invoice template total equals $0.00. Recurring services are usually included with a membership, which is billed separately.

   6. Business Unit: The business unit associated with the service. This is used in job booking.

   7. Job Type: The job type associated with the service. This is used in job booking.

   8. Campaign: The marketing campaign associated with the service. This is used in job booking.

   9. Priority: The priority set when booking the job.

   10. Preferred Technician: The preferred technician when booking the job.
       Note: If a service location has a preferred technician, the recurring service preferred technician takes precedence.

   11. Job Summary: The job summary for the service when booking the job

   12. Recurrence Type: Unit of time the service repeats:

       1. Weekly

       2. Monthly

       3. Seasonal

       4. Daily

       5. Monthly (On the Nth weekday of the month)

   13. Recurrence Interval: How often the service is performed based on the recurrence type. For example, if the Recurrence Type is Monthly and the Recurrence Interval is 3, the service occurs every 3 months.

   14. Recurrence Months: If the Recurrence Type is Seasonal, recurring events are scheduled for every selected month on the day of the month the membership is purchased.
       

       Note: The day of the month can be edited in the service location’s recurring service record. 

   15. Duration Type: Service is continuous or a fixed number of visits.

   16. From: The date the recurring service begins. The day of the month is used to set monthly and seasonal recurring events.

   17. # of Total Visits: If Duration Type is fixed, the total number of visits included with the service.
       Tip: If the Recurrence Type is Seasonal, the total visits should be equal to the number of Recurrence Months selected.

   18. First visit already complete: If a service is performed at the time of purchase, select to subtract one visit from the # of Total Visits.

4. When you’re finished, click Save.

Add a recurring service at a service location

You can add a recurring service to a service location by adding it to an active membership at that location. When you add a recurring service to an existing membership, the customer is not billed. 

Tip: If you want to bill a customer for a recurring service, add the recurring service to an invoice or sell the service as a membership add-on during the initial membership sign-up.

Adding a recurring service to a membership should only be done to correct a mistake or to offer complimentary services to a customer.

1. Search for and open the service location record.

2. Go to the Memberships section and click the membership you want to add a service to.
   

3. From the membership, click Edit > Add Recurring Service.

4. From the Add Recurring Service dropdown, select the recurring service you want to add then fill out the details. 
   

5. When you’re finished, click Save.

Add a preferred technician to a service location

When a technician is added as a preferred technician to a service location, that technician is automatically added as the assigned technician for any jobs booked for the location on the Job Booking screen and for all recurring service events for the location. 

Note: Don’t add a preferred technician to the service location if you use Adjustable Capacity Planning (ACP). ACP expects that no technician will be automatically assigned to jobs or recurring service events. Remove the technician from the service location in order for ACP to work as intended. 

1. Search for and open the service location record.

2. Click More > Edit Location. 

3. From the Preferred Technician dropdown, select a Technician.
   

   Note: The preferred technician is assigned to jobs or recurring service events regardless of whether they have the appropriate skills or Business Unit assigned for the job type selected. 

4. When finished, click Save. 

Want to learn more?

• Visit ServiceTitan Academy and enroll in Memberships Overview

• See Process membership billing