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You are able to create these jobs in the Job Templates section in Ascora. This can be found under Advanced on the top menu.
1. In the Job Templates section, you will start by clicking on the new button in the top right-hand corner of the Job Templates page.
2. Once done, a new job template will be created. In order to make this a recurring job, you will need to choose recurring (job templates will default to On Demand jobs.)
3. This will bring up your recurring template menu. From here you can set up the job information. There are many options to choose from in this section such as setting up the frequency, having jobs automatically booked or just created as unscheduled, and whether you'd like this recurring job to repeat for a certain number of occurrences or just continue running until stopped manually.
4. The best place to start is in the Details section. Here you will see the same options you see when creating a standard job. Set your recurring job out like you normally would any regular job.
5. Next, it is recommended that you organise your Site Customer and Billing Customer. The address will automatically come from the site customer. If you need to enter an address other than that, you are able to manually input that address, if you so wish; just like you would on a standard job.
6. From here, set up your Job Description. This will populate onto all future jobs that recur from this template. So instead of having to come back to this job template to know what the job is about, you will be able to input that here and see it across all jobs.
7. Now you will need to set up the specific settings of the recurring job.
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There are 5 main parts to this section. And they will be broken down to best understand how they each work.
8. The first section is setting when you want this job to start recurring from. In this example, we’ll have the job start on 01/01/2019.
9. FREQUENCY: Next you will want to decide how frequently this job will be created. This will be done in the Frequency section. In the frequency section you can see that there are different options to choose from.
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In this example, this template would create a job on the last day of every 6 months.
10. CREATE AS: Once you have decided how frequently you would like the job to be created, the next step is to decide from the format in which you would like the jobs to be created as.
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You can also set the Job description with text to dynamically change – for example “Security monitoring for October 2018”. There’s also a setting under Administration → Settings that will trigger Ascora to automatically email off the invoice when it is generated from the template.
11. REPEAT: Next you will want to set for how long you would like this Recurring job to run for. There are 3 options in this field too.
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But if that customer comes back and wants that job to be continued at a later date, you are able to come back into that Job Template and Start Recurring button and it will start of from where you left off with the same settings; saving you from recreating the Job Template if they wanted your services again after having stopped them.
12. JOBS IN ADVANCE:
This section is able to help you with how many Jobs you would like to appear in your Scheduler in Advance.
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[This setting often goes hand-in-hand with “Recurring Jobs / Maintenance Jobs Creation.” Information on this setting can be found in the Hints & Tips section of this manual.]
13. Recur from Job Completion
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Just to give a little explanation to what this is, basically, you can have a job to recur as frequently as you wish and set it to, but when this check box is clicked, it will only recur the job from the day the current job is fully completed. If you would like them to be set for the same time without change, untick this box. But if you would only like a job to be created once the previous one is finished, you’ll want to check this box.
14. Once you have filled all those fields in, and click Save, you will find that new tabs will appear above the Details. These are the same tabs you would see on a normal job. This is the point where you would treat this template like a regular job. (You will notice there are no bookings created yet in the Jobs tab. No need to worry, they will be discussed in the next step) Any Supplies, Labour or Callouts, Equipment that you need on all the jobs of this template, add them here, and they will be included in each job that is created from this template. Click Save.
15. Once you have completed all the steps up to this point, and you have the template exactly how you would like each job to be and all the information is correct, you will now be able to create the bookings and start the Job Template to create the recurring jobs. To do this, you will click Start Recurring in the top right-hand corner of the template.
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There will then be a pop up to advise you that the change has been accepted by Ascora, you will just need to click OK.
16. You will now be able to see the next bookings/jobs that are created. If you have set for 2 to be set in advance, 2 jobs will be in the jobs tab. You can go to the specific jobs and change or modify them from there, if needed/wanted.
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