Recurring Aeros are activities that are performed at a specified recurring interval. You can either create a Recurring Aero from scratch...or pull in a Checklist Template in which you've already set up the step-by-step instructions.
Start with the Checklist template
- Navigate to Templates > Checklist Templates.
- You'll see a grid of all the Checklist Templates you have created plus all the Library Checklists. Find the template that you want to use and click the Create Recurring button on the right.
- -OR- from the Actions tab on the Edit Company screen, select a Checklist Template from the drop-down and click the Add Recurring Aero button
Enter some information about the Recurring Aero
Information may be pre-filled, depending on what was set up in the template, but you can edit any of it.
- Choose a Category. It defaults to Task, but you can create a recurring appointment too.
- Choose or enter the Estimated Duration. Choose a time by clicking on the clock icon, or enter one by typing. Make sure you enter time in the hh:mm format.
- (optional) Enter a number in the Days to Due Date. If there is a window of time to perform this task, the Due Date will be automatically calculated based on the number of days entered here, and the Start Date that is scheduled below.
- Choose an Aero Type from the drop-down or start typing to filter for the one you want.
- The Assigned To drop-down is the person who will be performing the work. If multiple people will be working on the Aero, choose the person who will be working on it first.
- Choose a customer or other type of company from the Company drop-down.
- If desired, choose a Contact from the drop-down.
- Leave the Priority at Normal or change it to Elevated or Critical.
- If you are using Hats, you can choose a Hat from the drop-down.
- If desired, you can add the Recurring Aero to an Aero Group by choosing one from the drop-down menu.
- Check the Billable box if you will be billed by the hour for this Recurring Aero.
- Check the Fixed Fee box if this Recurring Aero is part of a fixed fee engagement.
- The Subject is a short description of what the task or appointment is. This will be displayed on the Aero grids and reports.
- You can add more information or comments in the Comments box. They will appear in the Comments box when people are working on the task.
- Click the Cancel button to close without saving and return to the Manage Recurring Aeros screen.
- Click the Save & Continue button to save the information and go on to the next screen where you can create steps and schedule the recurrence pattern
Edit Steps
The steps from the template will be in the Steps grid. If you started with an Aero checklist template, you'll be able to make changes to the checklist. If you started with a Library checklist template, you won't be able to make changes.
Schedule the Recurring Aero
- Click the blue Occurrence Options button to edit how often the Aero should repeat.
- Choose your Renewal Pattern. How often do you want the Aero to repeat (Weekly, Every Weekday, Every Monday Wednesday Friday, Every Tuesday Thursday, Daily, Monthly, Yearly)?
- If you choose Weekly, you can choose which day or days of the week you want the Aero to repeat on.
- If you choose Monthly, you will be asked to check if you want the Aero to repeat on a certain day of the month (ie, the 19th of every month). If you leave it unchecked, the Aero will repeat on the same day of the week each month (ie, the second Tuesday of each month.
- If you choose Weekly, you can choose which day or days of the week you want the Aero to repeat on.
- Do you want the Aero to Repeat Every one month, every two months? If you want an Aero to repeat every other week, you would choose Weekly in step one and 2 in this step. Quarterly tasks would be Monthly tasks that repeat every 3 months.
- The 1st Occurrence is the first time the task or appointment will appear on someone's list. If you chose a monthly Renewal Pattern, the recurrence pattern will key off of this date. For example, if you pick Monday, Jan. 2 as your start date, and have the 'day of the month' box checked, the occurrences will be scheduled for the 2nd of every month. If you leave the box unchecked, the occurrences will be scheduled for the first Monday of every month.
- You can see which Recurring Aeros are 'running out' of occurrences by running the Recurring Aeros list report from the Reports screen. Enter a date into the Repeat Until field OR enter a number in the Ends After field. You must enter something in one of these fields.
- Important: when you're done choosing your occurrence options, click the Insert Occurrences button.
- When the occurrences have been created, the Aeros tab will refresh and display all of the future occurrences.
- The final step is to click the Save and Close button.
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