Creating a Recurring Appointment

What is a Recurring Appointment?

A recurring appointment, within ServiceMonster, is an appointment that is automatically scheduled for you based on recurrence settings that you select.

To learn about creating a one time appointment, click here.

To learn about blocking time off on the schedule using recurring appointments, click here.

Jump To How To Create A Recurring Appointment?

Jump To How Do These Look On The Schedule? What are Reminders?

Jump To How To Bulk Change Appointment Reminders into Orders

How To Create A Recurring Appointment?

To create a recurring appointment, click on the “Scheduling” button on the left-hand side menu and select “Recurring Appts.

Here you can view a list of the recurring appointments you have already created, and can make a new one by clicking on the “+ Recurring Appointment” button.

Here you can create the new recurring appointment. 

Client and Appointment Details

Here you can add in the details for the account you are working with, as well as the appointment details. 

Name: Here you can name this appointment, make sure it is clear and easy for you to understand when you read it on a list, such as “Joe’s Monthly Window Cleaning” or “West’s Carpet Cleaning”.

Account: Choose the account this recurring appointment is for.

Start Time: The time this appointment will start at each time it’s scheduled. 

Route: The route the appointments for this recurrence will be scheduled on. 

Active: Leave this box checked if this recurrence is currently active. Uncheck this box if this is not an active recurrence (You no longer want these appointment to be scheduled)

Lead Source: Pick the lead source for this recurrence, this is how the client found out about your business or why they are coming back to you. This can be a marketing campaign or another account. 

Site: This will automatically fill with the primary site address for the account you choose, but you can pick a different site address if needed. 

Duration: This is how long the appointment will be when scheduled. 

Tech(s): Assign the technicians who will be working on this appointment. 

Generate Occurrences Up To ___ in advance: Here you can pick “3 Months”, “6 Months”, or “12 Months”. This is how far in advance your appointment reminders will be created for this recurrence.

Recurrence Settings

Here you can choose how often the appointment is scheduled. You have four options, Daily, Weekly, Monthly, or Yearly. 

Here you can also set the start date and an end date, or select it to run forever. 

Daily: With the daily option, you can choose how often it repeats (Every one, two, ten days, ect) or if it runs every weekday. 

Weekly: With the weekly option, you can pick how often it repeats (Every one, two, five weeks, ect) and what days it occurs on. 

Monthly: With the monthly option, either pick what day of the month and how often it repeats, or select a week day it occurs on and how often. 

Yearly: With the yearly option, either pick what day of a month you want it to occur on, or what weekday within the month it occurs. 

Order Details

Here you can enter in the line items for this order, or the products and services you are offering for this recurring appointment. 

Under that, you can add in Order Notes and Appointment Notes. 

Order Notes: This is your order memo. These notes are client facing and will appear on the order form. 

Appointment Notes: This is your technician notes. These notes are NOT client facing and will appear on Route Packets and on the mobile app for technicians. This is a great place to put notes that your team needs to get the job done, such as “Key is under the rug” or “Remember this piece of equipment”. 

Once you have entered in all the details click “Save”. This order is now created and appointment reminders for this recurrence will now appear on the schedule. 

How Do These Look On The Schedule? What are Reminders?

Recurring appointments create appointment reminders on the schedule. These block out time like regular appointments, but don’t yet have a work order attached to them. This system was created so that if you have recurring appointments that are spaced out over a long period of time you can check in with the client to confirm the appointment before creating a work order in the system for it.

Reminders will always be color-coded green. As soon as the reminder has a work order or invoice created for it, it will turn into a regular appointment card and the color-coding will change to be based on where that appointment is located (Click here to learn more about appointment color coding)

When using appointment reminders you will need to create a work order or invoice for it to turn it into a regular appointment card. You can do this on the schedule by right clicking on the appointment reminder and selecting “Create Work Order from Reminder” or “Create Invoice from Reminder”. You can also remove the reminder from the schedule by clicking “Dismiss Reminder”. 

They system will confirm with you before it converts the appointment. Click “Ok” to convert the reminder to a regular appointment. 

It will now appear as a regular appointment card, and a work order will be created which will be available on the account the order is for and on order lists. 

How To Bulk Change Appointment Reminders into Orders

If you use recurring appointments often it may seem intimidating to change appointment reminders one by one into work orders from the schedule. 

No worries!  You can also bulk turn your appointment reminders into orders.

To do this, click on “Schedule” in the left-hand side menu and select “Reminder List”.

This opens up your Reminder List, which is a list of all of your current appointment reminders. 

This list is pre-set to only show you the appointment reminders for the next 30 days. If you want to look at a longer range you can change that by adjusting the drop down menu under the “+ Recurring Appointment” button. 

However, we recommend for the sake of keeping track of your work orders that you only transfer up to a month at a time. That way you don’t have a ton of work orders in the system that are for months and months in advance. Simply revisit this page once a month to transfer the next batch over. 

To turn the reminders into orders, simply select the reminders from the list that you want to convert using the check box next to their name (Or select all reminders by clicking on the check box next to the column header for “Name”)

Selected reminders will become highlighted orange. 

You can then convert them by clicking on the “Commit Work Orders” to turn them from appointment reminders into regular appointments and to create work orders for them. You also have the option to commit them to invoices, just keep in mind that you can not edit an order when it is in the invoice state. 

You also have the option to dismiss reminders if you want them to be removed from the list and the schedule. 

Once you commit or dismiss your reminders they will be removed from this list and will appear on the Appointment list instead.