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Recurring work orders

Recurring work orders let you automate repetitive projects — like monthly inspections, quarterly maintenance, or annual compliance reviews — so the system creates them on schedule without manual effort.

Enterprise plan + shared dashboard

Recurring work orders require the Enterprise plan with Work Orders enabled. Access both recurring job and recurring work order schedules from the Recurring Jobs dashboard — select the Work Order Schedules tab to manage recurring work orders.

How it works

You create a recurring schedule that defines what to generate and when. The system automatically creates a new work order each time the schedule fires.

flowchart TD
    A[Create a recurring WO schedule] --> B[Set frequency and timing]
    B --> C[Link a WO template]
    C --> D{Schedule is active?}
    D -->|Yes| E[System generates WO on schedule]
    D -->|No / Paused| F[No work orders generated]
    E --> G[New work order appears on dashboard]
    G --> H[Manage and complete as normal]
    F --> I[Resume when ready]
    I --> D

Each generated work order is a fully independent project — you manage it the same way as any manually created work order.

Creating a recurring schedule

  1. Go to Recurring Jobs from the sidebar
  2. Select the Work Order Schedules tab
  3. Click + New Schedule
  4. Fill in the schedule details:
Field Required Description
Template Name A name for this schedule (e.g., "Monthly HVAC Inspections")
WO Title Template Title for generated work orders — supports date placeholders
Description Scope of work for generated work orders
Priority Low, Medium, High, or Urgent
Estimated Budget Budget ceiling for each generated work order
SLA Days Number of days allowed to complete each generated work order
Frequency How often to generate (see frequency options)
Day of week / month Specific day to generate on (depends on frequency)
Generation Lead Days How many days before the due date to create the work order
Source Template Optionally link a WO template to clone its full structure
  1. Click Create — the schedule starts in Active status

Link a template for full structure

When you link a source WO template, each generated work order clones the template's sub-jobs, dependencies, and configuration. Without a linked template, only the basic fields are populated.

Title placeholders

Use placeholders in the WO Title Template field to include dynamic date information in generated work order titles.

Placeholder Resolves to Example output
{date} Full date of generation 2026-04-15
{month} Month name and year April 2026
{year} Four-digit year 2026
{week} ISO week number 16

Example templates:

Title template Generated title
Monthly HVAC Inspection — {month} Monthly HVAC Inspection — April 2026
Weekly Safety Check — Week {week} Weekly Safety Check — Week 16
Quarterly Review — {date} Quarterly Review — 2026-04-15

Frequency options

Frequency Schedule Day selection
Daily Every day —
Weekly Once per week Choose day of week
Bi-weekly Every two weeks Choose day of week
Monthly Once per month Choose day of month (1–31)
Quarterly Every three months Choose day of month
Yearly Once per year Choose month and day

Monthly scheduling on day 29, 30, or 31

Days 29, 30, and 31 are supported and the schedule advances correctly month-over-month — the system anchors each month independently, so a "31st" template still generates on Feb 28 (or Feb 29 in a leap year), Mar 31, Apr 30, etc. without skipping a month.

Managing schedules

Edit a schedule

  1. Open the Work Order Schedules tab
  2. Click on the schedule you want to edit
  3. Update any fields
  4. Click Save

Changes apply to future generated work orders only — existing work orders are not affected.

Pause a schedule

  1. Click the Pause button on an active schedule
  2. The schedule status changes to Paused
  3. No new work orders are generated while paused

Resume a schedule

  1. Click the Resume button on a paused schedule
  2. The schedule returns to Active and resumes generating work orders on the next scheduled date

Delete a schedule

  1. Click the Delete button on any schedule
  2. Confirm the deletion

Deletion is permanent

Deleting a schedule cannot be undone. Work orders already generated by the schedule are not affected — only future generation stops.

Filter schedules

Use the filter bar to narrow the schedule list by:

  • Status — Active or Paused
  • Frequency — Daily, Weekly, Monthly, etc.
  • Priority — Low, Medium, High, or Urgent

Tips and best practices

Start with templates

Create a WO template first with all the sub-jobs and dependencies you need, then link it to a recurring schedule. This ensures every generated work order has consistent structure.

Use lead days for preparation

Set Generation Lead Days to give dispatchers time to review and assign the work order before its SLA due date. For example, if a monthly inspection has a 5-day SLA, set lead days to 7 so the work order appears with time to spare.

Name schedules descriptively

Use clear template names like "Quarterly Fire Alarm Inspection — Building A" so dispatchers can quickly identify the source of generated work orders.

Frequently asked questions

Can I change the frequency of an existing schedule?

Yes. Edit the schedule and select a new frequency. The change applies from the next scheduled generation date.

What happens to work orders if I pause a schedule?

Work orders already generated continue normally. Pausing only prevents new work orders from being created. When you resume, generation picks up from the next scheduled date.

Can I generate a work order manually from a recurring schedule?

No — recurring schedules generate work orders automatically on their defined frequency. To create a one-off work order, use the Create Work Order page or a WO template directly.

Do generated work orders include sub-jobs and dependencies?

Only if the recurring schedule is linked to a source WO template. Without a linked template, the generated work order includes only the basic fields (title, description, priority, budget, and SLA).

What's next