Schedule recurring member and agreement visits

Overview#

Memberships and service agreements promise visits, such as a spring and fall tune-up. TradesWork tracks each promised visit with a due month. When a visit comes due, you book it into a job, either unscheduled (dispatch picks a time later) or straight into an arrival window with a technician. There are three places to do it:

• Schedule › Recurring Visits (/dispatch/recurring): due membership visits grouped by area and month, so you can book a whole street on a day a truck is already nearby.

• Follow Up › Memberships (/memberships): every membership visit falling due, with bulk booking.

• Follow Up › Service Agreements (/agreements): planned maintenance under commercial service agreements. These can also become jobs automatically.

Booking a visit twice never creates a second job.

Before you start#

• Seeing due visits needs read access to jobs (all office roles).

• Booking visits into jobs needs permission to create jobs (Owner, Admin, Dispatcher, Customer service). Picking a date, window and technician also needs dispatch rights.

• Agreement visits need the agreement-visit permission (Owner, Admin, Dispatcher, Customer service), and the agreement must be Active.

• Visits only appear for active memberships. Membership types and their visit schedules are set in Settings › Operations › Memberships.

• Grouping by area works best when service zones are set in Settings › Dispatch Board › Zones, Move-up & Work Streams. Without zones, visits are grouped by the first three digits of the ZIP code.

Steps#

Book member visits by area (Recurring Visits)#

1. Open Schedule › Recurring Visits. The page is titled Member visits by area.

2. Each card is one area and month, for example "North zone · November 2026", with a badge for the number of visits.

3. Read the card's description. "Already working there" lists up to three days that month when you already have jobs in that area, with how many and which technicians. If it says "No other work booked in this area that month yet", any day is as good as another.

4. Untick any visit you don't want to book now. All are ticked by default.

5. Set Day. It defaults to the busiest "already working there" day.

6. Pick Arrival from (2-hour window), between 8am and 4pm.

7. Pick a Technician, or leave Unassigned. It defaults to the first technician already in that area that day.

8. Click Book selected. The page shows "Visits booked".

   • Visits are booked back to back: the first in the window you chose, each next one 90 minutes later, each with a 2-hour arrival window.

   • It is all or nothing. If one visit can't be booked, none are.

Book member visits from the Memberships page#

1. Open Follow Up › Memberships and find the card titled Due for an appointment (wording follows your terminology setting). It lists open visits from three months back through next month. Late visits show an Overdue badge.

2. Tick the visits to book.

3. Either leave Date (optional), Arrive from and to empty to create unscheduled jobs for dispatch, or fill in all three to book them into that window. Pick a Technician or leave Unassigned.

4. Click Book selected. The banner shows how many visits were booked. Each job uses the visit's job type and the repeat-customer campaign.

Book agreement visits#

1. Open Follow Up › Service Agreements. The Visits due card shows open planned-maintenance visits for the next 30 days. Tick them and click Book selected as jobs. Jobs land unscheduled for dispatch.

2. Or open one agreement and use the Visit schedule card: Book on an open visit, Mark done on a booked one, Skip (with a reason in "Why?") or Reopen.

3. Agreement visits also become jobs on their own. The daily agreements run (also the Run renewals and billing button on the Agreements page) creates jobs for open visits due within the lead time set in Settings › Operations › Branches (Agreement visits become jobs (days ahead)). Those jobs land unscheduled on the dispatch board.

Finish scheduling#

1. Unscheduled jobs show under Unscheduled in Schedule › Jobs & Appointments and in the dispatch board's job list.

2. Schedule and assign them the usual way.

Settings that change this#

• Settings › Operations › Memberships: membership types and when their visits fall due.

• Settings › Operations › Branches: Agreement visits become jobs (days ahead).

• Settings › Dispatch Board › Zones, Move-up & Work Streams: zones used to group visits by area.

• Settings › People › Technicians: who is working on the day you pick.

Tips#

• Start each month on Recurring Visits. Booking a cluster on a day you already have a truck in the area cuts drive time.

• The 90-minute spacing assumes a tune-up plus a short drive. For longer visits, book fewer per run, or adjust times on the dispatch board after booking.

• Check the capacity strip on the dispatch board before booking a large group into one day.

• When a membership visit's job is completed, the next membership run (part of the daily billing run, or the Run renewals button on the Memberships page) marks the visit done.

Troubleshooting#

• "Pick at least one visit." Nothing was ticked. Tick at least one visit.

• "Pick a date and an arrival window, or leave all three empty." On the Memberships page, fill in Date, Arrive from and to together, or none of them.

• "Give both ends of the arrival window." The window was half filled. Fill both times.

• "No member visits due" on Recurring Visits. No active membership has a visit due in this month or the next two. Check the Memberships page for overdue visits, which only show there.

• No Book button on an agreement visit. The agreement isn't Active, the visit isn't Open, or your role can't create jobs.

• A customer is on credit hold. Booking is refused for customers on a credit hold until the hold is cleared or overridden.

FAQ#

Do member visits book themselves? Agreement visits do (through the daily run and its lead time). Membership visits don't. Book them from Recurring Visits or the Memberships page.

What if I book a visit that was already booked? You get the existing job back. No duplicate is created.

Can I see overdue membership visits on Recurring Visits? No. That page starts at the current month. Overdue visits show on the Memberships page with an Overdue badge.

Why are two nearby customers in different groups? They are in different zones, or in different ZIP prefixes when you have no zones. Set up zones to group them the way your trucks run.

Coming from ServiceTitan#

• Same: these are ServiceTitan's recurring service events. Booking one creates a job with the visit's job type.

• Different: TradesWork groups due visits by area and shows days you already have trucks there, so you can book a street at once. Agreement (commercial) visits can turn into unscheduled jobs automatically ahead of their due date.

• Where it lived: ServiceTitan Follow Up › Recurring Service Events and the membership and service agreement records.