In this video, Fred walks through how to schedule a typical maintenance contract — including one-time work areas like spring and fall cleanups alongside recurring weekly visits.
Before you begin: Make sure your maintenance contract is built out with all work areas, marked as Sold and Active, and that your work areas are set up with the correct billing type (per visit or quoted) and man hours.
Step 1: Open the job in Scheduling
Navigate to Scheduling in the left sidebar. Find your maintenance contract in the unscheduled jobs panel and click it open to see all of its work areas ready to schedule.
Step 2: Schedule your one-time work areas first
For work areas that happen once (like a spring cleanup):
Toggle All Day on if the crew will be on-site all day
Choose your date
Select Based on Man Hours so the event automatically extends across days if the job requires it — for example, a 32-man-hour job with a 2-person crew working 8-hour days will populate Thursday and Friday automatically
Assign your crew members and designate a crew lead
Click Schedule
Step 3: Add your recurring work areas
Click Add Another to schedule the next work area. For recurring visits like weekly mowing:
Toggle All Day off and set your start time
Choose your start date
Set the Repeat frequency — weekly, biweekly, monthly, etc. — and select the day(s) of the week
Set an end date based on your season (you can always adjust this as you get closer)
Assign your crew and click Schedule
Repeat this for any additional work areas. You can mix one-time and recurring events in the same contract.
Step 4: Review your schedule
Once all work areas are scheduled, click Review Schedule to see every event laid out on a timeline. This is your chance to:
Spot any visits that land on holidays or days you want to move
Reassign individual events to a different foreman (without affecting the rest of the recurring series)
Adjust the fall cleanup date or any other one-off as the season approaches
Any work areas you haven't scheduled yet will continue to show in the unscheduled jobs sidebar so nothing falls through the cracks.
Tips
If you need to move a single visit (say you're on vacation one week), click that event and reassign the foreman or change the date — it won't affect the rest of the recurring series.
You can come back and adjust end dates as the season winds down.
If a work area is set as Quoted rather than per visit, it will still appear in the scheduler — just schedule it the same way.
If any questions come up, hit us up in the chat — we're happy to help!