Schedule Recurring Visits

In this article:

Schedule Recurring Visits 

Unschedule Routes 

Navigating the Route Planner

Generate Visits for On Demand Jobs

Generate Visits Columns

Recurring visits should be scheduled using the Route Planner:

  • Due to the Route Planner's complexity & the small size of most mobile devices, this tool will not work on most cell phones & tablets, unless using a device with a width that is 768px or larger. To find the exact width of your device, please refer to this website
  • Please review Route Planner Settings prior to scheduling.
  • Route Planner available on Plus & Premier Tier

 

Schedule Recurring Visits

  1. Open the Route planner
    *Note: If using On Demand Jobs, generate visits prior to moving to steps below.
  2. Apply filters
    *Note: We recommend filtering by Operation, Crew or Item/Item Group for service you are looking to schedule.
    Example: PHC Operation, Lawn Care Round 1 Item Group, Mow 1 Crew
  3. At the top of the Route Planner, select the date you want to schedule for.
  4. Create a Route. For more information about icons, follow these links Map Legend and Task Icons.
    1. Select + Add Drivers
    2. Check Include next to the desired Driver(s)
    3. Select Add Selected Drivers
    4. Unlock the Driver’s route by selecting the lock next to the Driver’s name.
    5. Select-&-drag any unscheduled event from your list on the left or from the map & drop it on the intended Driver's route in the allotted time slot.
      *Note: If you have an account that has 80+ stops in a single day, you will need to extend the schedule day to 12:00AM to 11:59PM in order to accommodate. You can make this adjustment in Settings
      *Note:
      If you are attempting to add a Job to a route which does not yet have latitude/longitude coordinates, you will receive a warning indicating that the Job does not have a usable location. When this happens, you will need to edit the Job & link the location to Google Maps. 
    6. Lock the Driver’s route
      *Note: Once locked, you can view the Driver’s route on the map by selecting the Driver's box.
    7. If on premier tier; Optimize Route.
      This will place stops on a route in the most efficient order based on the event locations, as well as the Driver’s Operation location.
    8. If On Demand Snow jobs, Memorize Route.
      This will hang onto your route for future runs. 

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Unschedule Routes

  1. Visits can be unscheduled in 3 ways:
    1. Select the red - icon to the right of an assignee's name to unschedule their route. 
    2. Select Unschedule Unfinished button  to unschedule any events that were not marked as Complete for the visible day. 
    3. Unlock a route, then select a visit and drag it up to the map. 
  2. Visits will now be added back to the unscheduled visits list.  

 

Navigating the Route Planner

Tools Descriptions
Filters These can be applied to your list of unscheduled events to make scheduling much more manageable. Filtering options include Operations, Assignees & Sales Reps, Tags, Date Range, Items, Item Groups, Item Subcategories, & Minimum Days Since Last Visit. The User can also choose to include or exclude event types (Visits, Tasks, PO Tasks, & On Hold Visits).
Unschedule Unfinished This button will allow you to unschedule any events that were not marked as Complete for the visible day. Once unscheduled, they can be rescheduled for another day.
Batch Reschedule This button allows you to reschedule a batch of events based on applied filters & date ranges.
Columns Select this button to customize the columns used in the unscheduled events list to show data such as Job Name, Client, Zip, Invoice Total, & Last Visit.
Selecting Save for All Users will save your column selections for all Users.
Memorize All Routes This tool can be used to memorize all visible routes at one time.
*Note: Route Memorization can only be used on routes that exclusively include On Demand Visits. 
Drag-Select This tool can be used to optimize a route based on a selection you make on the map.
Optimize All Routes This tool can be used to optimize all visible routes at one time. You can find more information on Route Optimization here.
Resize Map This button can be used to resize the map so that it includes the pinpoints for all unscheduled events listed on the left.
Refresh  This refresh button can be used to refresh the page without refreshing your entire browser.
Email All Routes From here, you can email all of the routes you’ve scheduled to yourself & all selected drivers listed for the day.
Generate Visits On Demand Visits can be generated using this button.

 

Map Legend

Orange house icon Unscheduled/ scheduled but unassigned
Green house icon Scheduled & assigned for the day at the top of the Route Planner
Blue house icon Completed
Grey house icon Approved

 

Task Icons

Orange clipboard Unscheduled/ scheduled but unassigned
Green clipboard Scheduled & Assigned - to do
Blue clipboard Scheduled & Assigned - in progress
Black briefcase Scheduled & Assigned - complete
White clipboard Scheduled & Assigned - with Job & on site

 

Generate Visits for On-Demand Jobs

  1. Select Generate Visits from Route Planner by clicking the drop down in the top right corner.
  2. In Generate Visit window apply filters.
    Tip: We recommend filtering by Operation, Crew or Item/Item Group for service you are looking to schedule.
    Example: PHC Operation, Lawn Care Round 1 Item Group, Mow 1 Crew

  3. Select each Item you want to include on the Visit(s) by placing a check mark to the left of the Item(s). For details on columns displayed, refer to this table.
    *Note: Refer to the article End Snow Jobs to batch end On-Demand Jobs to remove unlimited visits from this window.

  4. When finished, select Generate Visits

  5. A Confirmation page appears to verify the Visit details before creating the Visits.

  6. Expand the gray Visit bar to view the details of each Visit. Select Generate # Visits in the lower right to create the Visits.mceclip11.png

  7. Once the Visits are created, they function identically to other unscheduled Visits in SingleOps. They will appear on the Job as a Visit, and on the Calendar and Route Planner's Unscheduled Visit areas for efficient scheduling.mceclip12.png

 

Generate Visits Columns

The table below displays a summary of all Line Items for all Clients. Here are descriptions of each Column in this table:

Column Description
# OF SERVICES TO BE SCHEDULED

The number of Visits which are ready to be scheduled now for this Line Item

  • An Item which has multiple Visit occurrences for one Job for one Client will only show 1 here because the first Visit is eligible to be scheduled now. Therefore, even if there are 4 Occurrences of the Harkness Rose Plant on a Job, a 1 will display here because the first Visit must be created first.
  • An Item which displays 2+ here indicates that multiple Jobs contain this item.
QUANTITY TO BE SCHEDULED This is the total quantity, including the Quantity total of all Occurrences. For example, on the Snow Removal - Manual Line Item in the table below, 4.25 is displayed because there are 2 "Services to be Scheduled", one for Qty. 2.5 and one for Qty. 1.75; the added total of these is 4.25.
ESTIMATED HOURS TO BE SCHEDULED This displays the number of Labor Hours which will be scheduled with this Line Item. In the Installation Line Item below, 9 is displayed here because Installation is a Labor item with 9 hours occurring on each Visit for the On Demand Job.
TOTAL PRICE TO BE SCHEDULED

This combines the Price of all Visits to be Scheduled. For example, Snow Removal - Manual displays $161.50 because it contains two Visits' worth of this service: one for $66.50 and one for $95.00.

NUMBER OF SERVICES REMAINING This includes all Services remaining for a Line Item, and differs from the Services to be Scheduled column in that all Services for all On Demand Jobs with remaining Occurrences for this Line Item are included instead of only the next Visit(s) to be created. A value of "0*" here indicates an "Unlimited" number of Occurrences. No value is displayed because the number is unknown.
QUANTITY REMAINING Similar to the last column, this includes the Quantity of all On Demand Line Items which have not yet been added to Visits.
ESTIMATED HOURS REMAINING This refers to Labor Items' quantities, and multiplies the Quantity per Visit Occurrence for each Job containing this item by the Number of Services Remaining on those Jobs to calculate the Estimated Hours Remaining.
TOTAL REMAINING The total price of all On Demand billables for each Line Item not yet added to a Visit is displayed here. A value of "0*" here indicates an "Unlimited" number of Occurrences. No value is displayed because the total price for the Job(s) is unknown.

 

 

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