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1. In the Job Templates section, you will start by clicking on the new + New button in the top right-hand corner of the Job Templates page.
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2. Once done, a new job template will be created. In order to make this a recurring job, you will need to choose recurring "Recurring" (job templates will default to On Demand jobs.)
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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.
Please refer to the image below as a reference but a detailed explanation can be found in the succeeding steps.
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.
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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 to set 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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c. Or on the last day of a specific number of months.
A. Here you can see that you are able to choose the recurrence frequency to be Days, Weeks, Month and Years.
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So, for example, you can set that to 8 if you want it to recur every 8 days, every 8 week, every 8 months, or once every 8 years when paired with the corresponding drop down.
B. This second option allows you to choose a specific date of any sequence of months for the job to recur.
As you can see here, it is set to create jobs on the 5th of every 3 months. So, if they job was to start in January, it would make a job on the 5th of January, then the next would be the 5th of April; 3 months later.
C. The next frequency option is to have it create the new job on the last day of a set number of months.
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The 3 options we have in this section allows allow you to create a job that has no particular booking, a specified booking, or is immediately Closed and Invoiced.
aA. Unscheduled. The New "Unscheduled" option will allow the jobs to be created without a particular booking , but will be viewable in your Unscheduled drop down on your jobs list in Scheduler. These jobs are also available in the jobs list to modify and create bookings on like a standard job.
bB. Booked In At, For. The specified booking can be made in the Book In At box. Here you can choose what time you would like the job to be booked when it is created, who will do the job, and how long it will take them.
So, if you have a job that is set to be created every 3 weeks in frequency, you can also set that it be booked in for a specific time on that day (in this example 9am), and which staff member will do this job every time it comes up (in this example Will BurrowCourtney Smith). You can also set an estimated duration so that when the job is created you can see it in the Scheduler. So, if you Will Burrow , in this example, Courtney Smith will have 4-hour job every 3 weeks at 9am. This means the job will appear in the Scheduler as the above. You can modify it if need be, but this just allows you to set a preferred time and day.c. The last option is that the invoice is just invoice and closed upon creation. Closed and Invoiced allows an invoice to be generated immediately when the templated job is created. The templated job is still created however its status is closed so it doesn’t clutter the schedule or job list.
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If you don't know yet who will be doing the recurring job, you can set up a "No Access" user and call it "Recurring Jobs" and that way you'll have jobs assigned to that generic user and also visible in the scheduler. You can easily rebook it for actual users once determined who will do the job. To do this, go to Administration → Users and create a new user as per usual steps but select "No Access" level.
Once you access the Scheduler, you'll see recurring jobs booked for that No Access user and you can easily rebook it for the corresponding user (once determined) to complete the job. Please see example below.
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C. Invoiced. The last option is "Invoiced" and you have the option to also close the job or just leave it open. This is the option that allows you to generate a recurring invoice let's say every month and you can also tick the box "Close Job" so it doesn't clutter the Schedule or job list.
Note: Invoice will be generated on the same date the job is scheduled to be created.
This type of invoicing is popular amongst security companies and other services where you pay by the month/quarter regardless of any jobs being performed.
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