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Multi-year feature for Maintenance Contracts
Multi-year feature for Maintenance Contracts

A how-to on duplicating the current year's maintenance contracts for the coming year

Steph Matthews avatar
Written by Steph Matthews
Updated over a week ago

Maintenance Contracts in SynkedUP allow you to define, track, and manage maintenance work for your customers on an annual basis.
Our vision had always been to make this an "indefinite" workflow instead of only on a year-by-year basis. On a year-by-year basis, you had to create new maintenance contracts each year which was time-consuming and added very little value.

Now we are one step closer to the "indefinite" maintenance contract model. Instead of creating a new maintenance contract each year, you can copy the previous year's tasks and items to keep it the same as the original maintenance contract.

Here is a tutorial offering some context behind the intent of this tool:

Step by Step:

Step 1:

Click Maintenance on the main sidebar and then select the Maintenance Contract that you want to copy.

Step 2:

Select the year that has the tasks you want to copy.

Step 3:

Click on the green Create Another Year's Tasks button.

Step 4:

Select the year you want to Copy From and the year you want to Copy To. Turn on the toggle for Custom Prices if you made changes last year that you want to continue, then click the blue Copy the Year button.

This takes you to a screen with the year that you copied the Maintenance Contract to where you can see all the new tasks.

There's another way to copy the current year's tasks to the next year.

Instead of creating the new year's tasks one by one, you can also do this in a single bulk action. The system will search for and alert you of any maintenance contracts that are Active but do not have any tasks for the current year, and ask you if you want to copy all the previous year's tasks and create tasks for the new year for all of them.

Step 1:

Click on Maintenance on the main sidebar. If you have active jobs with no tasks assigned for the current year, a notice will pop up on the upper right side of the screen.

Step 2:

Click on the green Review these jobs button.

Step 3:

You have controls in this popup to define what jobs you want to copy. In this popup, you can bulk mark jobs as inactive, or bulk copy tasks to the new year in all selected jobs.

That's it! Now you need to reapply these tasks to your schedule for the coming year. If you need to be brushed up on how to do that, click here to see a tutorial.

If you have any questions let me know in the chatbox!

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