Service Agreements and Recurring Visits

Agree a visit schedule with a customer — every quarter, every two weeks, once a year — and have each visit put on your job board ahead of time, with the right time, technician and notes.

A service agreement is a schedule you have agreed with a customer: a boiler service every year, a filter change every three months, a lawn visit every two weeks. Seayora keeps the date of the next visit, reminds the customer before it, and — if you switch it on — puts each visit on your job board as a real job before the day comes.

Find agreements on the website under Work → Toolbox → Service agreements, and on both phones under Tools → Service agreements and Tools → Agreement visits. You need the Customers permission to use them.

Creating an agreement

Name the customer, the property and what the visit is for, and the price per visit.
Choose how often: every week, every two weeks, every month, every three months, twice a year or once a year.
Choose the first visit. Every later visit follows on from it.
Optionally set an end date. No visit is scheduled after it.

Visits on your job board

Open an agreement’s Schedule (the "Visits on the job board" action on a phone) and switch on Put each visit on the job board. From then on, every visit becomes a job on your board ahead of time, carrying the customer, the property and the agreement’s notes, so it is planned, dispatched, routed and finished like any other job.

On the board this many days ahead — 14 unless you change it, anywhere from 1 to 90. A visit three months away is not on the board yet; it appears once it is inside that window.
Visit time — set one, such as 09:30, and the job is scheduled for that time in your business’s time zone. Leave it blank and the job has no set time: it is due by the end of the visit day, which is how route planning places it on that day.
How long a visit takes — leave it blank for your usual job length.
Technician — the email of somebody on your team. Each visit is assigned to them. Leave it blank and your usual assignment rules decide, exactly as they do for a new job.
Visits go on the board by themselves every morning. "Put the next visits on the board now" does it straight away; running it twice never makes a visit twice.
Only visits from the day you switch it on onwards are put on the board. A visit whose date has already passed is never created as a job.

Calendar months, not drifting dates

Monthly, quarterly, twice-yearly and yearly visits land on the same day of the month each time. An agreement that starts on the 31st visits on the last day of a shorter month and goes back to the 31st when the month has one — it never drifts to the 28th for ever. Weekly and every-two-weeks agreements are counted in days.

Moving, skipping and finishing a visit

A visit already on the board is a job there — reschedule it on the board like any job. The Next visit date in the Schedule is the first visit not yet on the board; change it and that visit and the ones after follow on from the new date.
Skip a visit that is not happening from Agreement visits, optionally with a reason. Its job is cancelled unless it is already done, its reminder to the customer is not sent, and the visits after it are unchanged.
Customers are emailed a reminder before each visit, as on every agreement — including visits already on the board.
A visit is done when its job is finished on the board. Agreement visits shows each one as coming up, done or skipped, from its job.
On an agreement whose visits go on the board, Record a visit only notes the date it happened — finishing the job is what keeps the schedule going. On an agreement without it, Record a visit moves the next visit on by one interval.
Switch the agreement off to end it. Jobs already on the board stay there for you to finish or cancel.

Frequently asked questions

Does the customer need a Seayora account?

No. If they have none, each visit’s job is filed under your own business with the customer named on it.

Does an agreement charge the customer?

No. It schedules the work. You charge for each visit the way you already do — an invoice, a pay link or the card terminal. To bill on a schedule, use a membership.

What if I switch it on for an agreement that started last year?

Only visits from today onwards are put on the board. Nothing is created for visits whose dates have already passed.

Can I change the time or the technician later?

Yes. A change applies to visits put on the board after it. Jobs already on the board keep what they had, and you can change them on the board.

Related guides

Related features and guides

Memberships & Automatic Payment — Documentation. Sell a maintenance plan, bill every member on schedule, give members their own prices, and let a customer pay automatically — on their own say-so.
Online Booking for Your Business — Documentation. Give customers a page where they book a visit at a time you have free, or ask for a quote — and confirm each request straight onto your job board and into your books.
Calendar & Scheduling — Documentation. One calendar over everything Seayora already knows is happening — what it draws, what you can add to it, how reminders and repeats work, and how to read it in the calendar app you already use.
Calendar & Scheduling — Feature. Schedule showings, inspections, site visits, and maintenance jobs on a shared calendar so field work and leasing activity stop colliding.
Technician Dispatch & Live Arrival Times — Feature. Plan each technician’s route, tell the customer when they set off, and send a live arrival link that says how the time was worked out — without tracking your crew.
Technician Scheduling, Shifts & Skills — Feature. Shift scheduling, PTO tracking, and per-technician skill profiles, so dispatch routes work to someone qualified and on the clock.