Do you have business customers with recurring work? Think of weekly waste collection, fixed routes or daily jobs at the same location. With recurring jobs, you schedule this in one go and don't have to create new events every week.
When do you use recurring jobs?
Recurring jobs are intended for business customers with a fixed pattern:
Situation | Example |
Weekly recurring | Loading at the same customer every Saturday |
Daily recurring | Monday to Friday at the same location |
Fixed crew | Same driver and vehicle every week |
Fixed period | Scheduling 4, 8 or 12 weeks ahead |
Tip: Combine recurring jobs with weekly case files. Create a case file per week (e.g. "Week 2 - Customer name") and schedule your recurring events in it. This keeps your invoicing organised.
Step 1 - Creating a case file
Before you can schedule recurring events, you need a case file.
Go to New removal existing customer (or "New removal" if the customer doesn't exist yet)
Select the customer and the correct branch
Choose a project contact person
Enter the address where the work takes place
Choose the customer's correct package
Click Create
After creating it, fill in the reference field with, for example, a week number or PO number. This later appears on the invoice and makes the case file easy to find again.
Expected result: a new case file for the business customer, ready to schedule events in.
Step 2 - Creating a recurring event
Now you schedule the first event and set up the recurrence.
Open the case file and click Schedule appointment
Choose the date of the first appointment
Select the service type (e.g. loading, unloading, assembly)
Enter the location
Tick Recurring
Choose the frequency: daily or weekly
Indicate how many recurrences you want (e.g. 4 weeks)
Choose the day (e.g. every Saturday)
Set the start time, end time and number of people
Click Next to create the events
Expected result: the system automatically creates an event in the case file for all the specified weeks (or days).
Note: Check after creating them that all events are visible in the planning. Sometimes you need to manually refresh the page to see all the recurrences.
Step 3 - Assigning an employee and vehicle
The big advantage of recurring jobs: you assign an employee and vehicle once and the system applies this to all the recurrences.
Open the planning and go to the first recurring event
Drag an employee onto the event (or assign via the event)
The system asks: "Do you want to apply this to all future appointments too?"
Choose Yes to put the same employee on all the recurrences
Repeat this for the vehicle: drag it onto the event
Choose Yes again for the question about future appointments
Expected result: all recurring events have the same employee and the same vehicle assigned.
Tip: This is ideal for fixed drivers on fixed routes. For example, assign a fixed driver and they're automatically on all future weeks.
Step 4 - Making changes later
Do you need to swap an employee or change a vehicle later? You choose whether the change applies only to that one week or to all future weeks.
Swapping an employee or vehicle
Open the event you want to change in the planning
Remove the current employee or vehicle
The system asks: "Do you want this for all future appointments too?"
Choose Yes to apply the change everywhere, or No for just this week
Assign the new employee or new vehicle
Choose again whether this applies to all future appointments
When do you choose what?
Situation | Choice |
Fixed employee is off sick this week | This appointment only - stand-in for a week |
Fixed employee leaves, new colleague takes over | All future appointments - swap everywhere |
Different vehicle needed due to a breakdown | This appointment only - temporary change |
Structurally different vehicle | All future appointments - change everywhere |
Expected result: the change has been applied to the events you chose.
Combining with weekly case files and reference numbers
For business customers who are invoiced per week, recurring jobs work best in combination with weekly case files.
Recommended approach
Create a case file per week (e.g. "Week 3 - Satellite")
Fill in the reference field with the customer's week number or PO number
Schedule the recurring events in this case file
During invoicing, the invoicing clerk sees per day which events took place, with which employee and which vehicle
The reference number automatically appears on the invoice
Tip: The reference field is free text. You can put a week number, PO number or customer reference in it - anything the customer wants to see on the invoice.
Tips
Schedule multiple weeks ahead. With recurring jobs you schedule 4, 8 or more weeks in one go. That saves time.
Always assign employees and vehicles. The invoicing clerk needs this information to invoice correctly.
Use reference numbers. Business customers often expect a PO number or week number on the invoice.
Check the planning after creating. Refresh the page if events aren't immediately visible.
Please note
Events need to be confirmed. A recurring event may still be a reservation after creation. Set the event to "Confirmed" with the correct number of people to make it final in the planning.
Frequency can't be changed afterwards. Want to go from weekly to daily? Then you'll need to create the events again.
You can set a different address per event. If the location changes week to week, adjust the address on the individual event.
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