Manage Service Agreements Visits

Overview

Use the Visits tab to view historical and future visits for the agreement.

Things to know

• To get the most out of your Service Agreement visits, we recommend turning on the following job booking settings: Attach Equipment to job and Edit End Time.

• The details added to a visit are also available for the technician when viewing the job on mobile.

• If a visit is added after the Service Agreement is activated and the total agreement price isn't updated, the visit will not be counted in the total price calculation.

Service Agreement Visits actions

• Click the Location to open the location record.

• Click the Job to open the job. When a job is associated with a Service Agreement, you can easily navigate between the job details and the agreement by clicking the Service Agreement label.

• To book a job for the visit, click Book Job under the Job #. You can also click Actions > Book a Job. To dismiss a visit, click Dismiss Visit. To delete a job, click Delete Visit.

Note: If a visit is associated with a job, it can't be dismissed.

Tip: Dismiss versus Delete

• If you are not performing a visit that was committed to, but you do not want to alter the agreement or price that the customer pays for the service agreement, you should Dismiss the visit. This marks the visit as complete, recognizes the revenue, and doesn't alter the Scope of Work.

• If you want to alter the agreed-upon visit schedule, you should Delete the visit. This completely removes the visit from the agreement and alters the Scope of Work. Deleting a visit allows you to alter the active agreement without needing to cancel it and create a new agreement for the customer.

• When booking a job, the details of the visit, such as the job summary, job type, job duration, campaign value, and equipment, are pre-populated in the Call Booking screen. This is the information that was entered during Step 4: Scope of Work when creating the agreement.

• If the Visit Window is in the past, the job appears in red to indicate that action is required. Hover over the  to view the reason.

Add a new visit

1. Click Add Visit. 

2. Select the Location for the visit, then click Continue. 

3. On the Add Visit screen that opens, enter the following information:         

   1. Visit Details                

      1. Visit Name: Enter a name for the visit.

      2. Visit Window: Use the date picker to select a Start Date and End Date for the visit window.

      3. When finished, click Apply. 

      4. (Optional) Job Type: Use the dropdown to select a Job Type for the visit.                        

         Note: The Job Type is used when searching for jobs and reporting, and it automatically adds job-specific information when the visit is booked into a job.

   2. Cost Estimates: Enter your cost and labor estimates for the visit.                

      1. Labor Hours: Add the estimated hours required for the visit.

      2. Labor Cost/Hour: Add the labor cost per hour for the visit.                        

         Note: Labor Cost/Visit is calculated automatically by Sold Hour/Visit * Labor Rate/Hour.

      3. Material Cost: Add the cost of the materials needed for the visit.

   3. (Optional) Task Summary: Enter a summary of the tasks performed during the visit.                

      Note: The summary is automatically added to the Job Summary field when the visit is booked into a job.

   4. Equipment: The equipment that is worked on during the visit. This is automatically pulled from Step 3: Equipment. This equipment is automatically attached when the visit is booked into a job.                

      Tip: Make sure to fill out as much detail for the visit as possible during this step. This information is pre-populated when booking the job, which saves you time and ensures the correct information is added to a job.

4. When finished, click Continue.

Edit a visit

1. Click the Visit Name. 

2. On the View Visit screen that opens, click Edit Visit. 

3. Edit the available fields, then click Continue. 

4. On the Review Visit screen that opens, review and confirm your changes.

5. If your service agreement is set to auto-renew and you want this change to apply to the auto-renewed agreement, select the box next to Apply this change to the next term's agreement record.

6. When finished, click Save.         

   Note: Changes made to the services and materials on the visit will be reflected on the booked job and its invoice associated with the visit.

There are situations where you can't edit a visit. These include:

• The visit is already booked into a job.

• The job status is Completed.

• The job invoice is not in Pending status.

For more, see Unable to edit a visit.

Want to learn more?

• Visit ServiceTitan Academy and enroll in Creating & Managing Service Agreements

• See Unable to edit a visit

• See Difference between a visit and a job