Book member visits that are due, in bulk

Overview#

Each membership plan lists the visits members get, like a spring and a fall tune-up. When a visit's month arrives, it shows up on the Memberships page under Due for an appointment. You pick the visits you want to book, optionally give them a shared date, arrival window and technician, and TradesWork creates one job per visit. It's the fastest way to fill slow weeks with maintenance work.

Before you start#

• You need jobs.read to see the page (every office role).

• To book visits you need jobs.write (owners, admins, dispatchers and customer service). Without it, the checkboxes and Book selected button are hidden.

• To schedule them on a date with a technician you also need dispatch (owners, admins, dispatchers and customer service). Without it, you can only create unscheduled jobs.

• Only visits of active memberships show here.

Steps#

Read the page#

1. Go to Follow Up › Memberships.

2. The four tiles show:

   • Active members, with "N starting later" for memberships that start in the future.

   • Recurring value / year: yearly value from active members' plan prices (monthly plans × 12, yearly plans once; one-time plans don't count).

   • Visits due this month, with "N overdue" below it.

   • Ending in 60 days: active memberships whose term ends soon. Tiles show "—" when you have no active members yet.

3. The Due for an appointment list covers open visits from three months back through next month. Columns: Due (month), Customer, Address, Visit (name and job type) and Plan. Visits from earlier months show an Overdue badge.

Book visits as unscheduled jobs#

1. Check the box next to each visit you want to book.

2. Leave Date (optional), Arrive from and to empty.

3. Click Book selected.

4. Each visit becomes one job with the visit's job type and your repeat-customer campaign. The jobs land unscheduled on the Dispatch Board for a dispatcher to place.

5. A banner confirms how many visits were booked.

Book visits on a date with a technician#

1. Check the visits you want.

2. Pick a Date (optional) (today or later).

3. Enter the arrival window: Arrive from and to, in your company's time zone.

4. Pick a Technician, or leave Unassigned.

5. Click Book selected. Every selected visit gets an appointment in that window.

After booking#

• The visit's status changes from Due to Booked on the customer's page, with a link to the job.

• When the job is completed, the daily membership run marks the visit Done and counts it as used.

• If the booked job is canceled, the visit is due again and comes back to the list.

Settings that change this#

• Settings › Operations › Memberships: which visits each plan includes, their months or interval, and their job type.

• Settings › Dispatch Board › Board & Skills and Settings › People › Technicians: the capacity you have to book into.

Tips#

• Book in batches by area. Sort mentally by Address, check the visits in one neighborhood, and give them the same date.

• Booking without a date is safe. Dispatchers can place the unscheduled jobs later on the board.

• Booking the same visit twice never creates a second job. If someone already booked it, TradesWork returns the existing job.

• Use the Overdue badge to call members you've missed before their term ends.

Troubleshooting#

• "Pick a date and an arrival window, or leave all three empty." → You filled in only part of the schedule. → Fill in the date and both times, or clear all three.

• "The arrival window must end after it starts." → to is earlier than Arrive from. → Fix the times.

• "Only visits of active memberships can be booked." → The membership was canceled or expired since the page loaded. → Refresh the page.

• "This visit is already done." / "This visit was dismissed." → Someone else handled it. → Refresh.

• "Pick at least one visit". → No boxes were checked. You can book up to 100 at a time.

• A visit I expected isn't listed. → It's outside the window (three months back through next month), the membership isn't active yet ("Starts later"), or it's already booked.

FAQ#

Q: Which campaign do these jobs get? Your first active repeat-customer campaign. If none exists, TradesWork creates one named "Memberships".

Q: Are all the selected visits booked together? Yes. Either all of them are booked, or none are and you see the error.

Q: Can technicians see how many visits a member has left? Yes. The Field app shows "Member · [plan] · 1 visit left" on the appointment.

Coming from ServiceTitan#

• Same: included visits are Recurring Services; each due visit is a Recurring Service Event you book into a job.

• Different: the due list and bulk booking live on one page with your membership numbers. Booking without a date creates unscheduled jobs for dispatch.

• Where it lived: ServiceTitan Follow Up › Recurring Services (the Recurring Service Events list).