Scheduled visits¶
Pro and Enterprise feature
Scheduled visits use service agreements and recurring jobs, which are both on the Pro and Enterprise plans. On Enterprise, each visit also carries the equipment the agreement covers. Compare plans to find the right fit for your business.
Most maintenance agreements promise a number of visits a year: two tune-ups, four inspections, one annual service. Instead of creating those jobs by hand, you can give the agreement a visit schedule. FSM Navigator then books each visit as a job at the agreement's location, on the dates the schedule sets, for as long as the agreement is in force.
Before you start¶
The agreement needs its own service location. Visits are booked at that one site, so an agreement that covers a whole customer without a location cannot schedule visits yet. Open the agreement with Edit, choose the location, and save.
Each location can hold the visit schedule of one agreement at a time, so two overlapping agreements never book the same site twice.
Schedule the visits¶
- Open Service Contracts from the side menu.
- Find the agreement and choose Visits.
- Pick the Visit Frequency and, if needed, how many periods apart (Every). When the term and the number of included visits divide evenly, a frequency is suggested for you — for example, quarterly for four visits in a year.
- Optionally set the First Visit date and a Visit Time. Left blank, the first visit is today or the agreement's start date, whichever is later.
- Choose Schedule visits.
The schedule has to fit the agreement
If the agreement includes a set number of visits, a schedule that would book more visits than that inside the term is refused, and so is one that would book none at all. Pick a longer or shorter frequency and try again. Agreements with unlimited visits accept any frequency.
If any of the covered equipment already has its own maintenance schedule, the Visits window lists it. Those schedules keep running on their own, so stop any that the agreement visits replace.
What happens to each visit¶
- Visits are created a few days ahead, like any other recurring job, and are assigned the same way.
- A visit's SLA deadline comes from the agreement's resolution time, counted from the visit date.
- While the agreement is suspended, inactive or still a draft, the visits that fall in that time are skipped and recorded as skipped on the schedule.
- The work is covered by the agreement exactly as any other job at that site is, and each visit counts toward the agreement's included visits when it is invoiced.
The schedule also shows on the Recurring Jobs page with an Agreement badge naming the agreement it belongs to. Its customer and location follow the agreement and cannot be changed there.
When the agreement changes¶
| What happens to the agreement | What happens to the visits |
|---|---|
| Its location changes | The schedule moves to the new location |
| It is renewed | The schedule moves to the new term, and earlier visits stay with the old one |
| It reaches its end date without a renewal | The schedule pauses; renewing the agreement resumes it |
| It is cancelled or deleted | The schedule stops |
When a renewal includes fewer visits than the schedule books, the schedule still moves across and you are told; the extra visits are billed as ordinary work.
To end the visits yourself, open Visits on the agreement and choose Stop visits. Jobs that were already created are kept.
Related guides¶
- Creating a service agreement — setting the location and included visits
- Renewing an agreement — what else carries over to the new term
- Coverage & covered items — how visits are covered and counted
- Pausing and removing an agreement — suspending or ending an agreement