Easily customise your scheduling by setting frequencies, choosing templates, or adding previous inspections. You can create daily, weekly, or monthly appointments and reminders for future or recurring inspections and regular cleaning tasks. This automated scheduling allows you to efficiently oversee all reports and inspections, assign tasks to key trades, identify issues, and provide clients with reassurance that their property is being expertly managed.
Getting Started
Click on Properties found on the top row of your dashboard, then click on Schedules:
2. Once you click on Schedules, you'll see the below screen:
3. Here you can create a schedule for a collection of certain inspections (e.g.. routine cleaning, gardening, etc.) that can added to multiple properties, or a schedule for a particular property.
Input the name you'd like to call the schedule and click on Create:
Once you have created the schedule, it will appear as below. Click on the name to edit the schedule:
You can now edit the details:
Understanding the Schedule
Properly creating and setting your schedule is essential to ensure the system provides exactly what you need, helping to optimise efficiency and reduce the risk of errors.
Customise your schedule on four aspects:
Frequency
Inspection Type
Template/Source Report
Clerk/Inspector
Frequency
Depending on the frequency you choose, you will be able to add specifics as to when you'd like to schedule the inspections, i.e., Daily, Weekly, Monthly, Periodically, or Custom.
Example, if you choose Monthly, you will be able to choose on which day the inspection should recur.
Periodically
Here you can choose between scheduling quarterly, bi-annually, or annually. You will also need to choose a date that you would like the schedule to start. Thereafter, it will create the subsequent inspection(s) once the first is complete.
Custom
You also now have the option to customise the date and frequency of your schedule.
1. You set the fist date of your custom schedule under 'Pick Date'.
2. Then you choose the custom frequency, eg. Repeat every X {Day(s)/Month(s)/Year(s)}
When a Custom schedule is applied to a specific property, it uses the first date on the schedule to create the inspection; or if that date is now in the past, it will use today's date.
From this point, it will only create the next inspection in the frequency (eg. in 2 weeks) once the current inspection is marked Complete.
Inspection Type
You can select the type of inspection that you are scheduling:
Template/Source Report
Here you can choose which template is used for the inspection you schedule; you can choose a specific template, or you can choose 'Most recent Inspection' which will pull the last inspection's template:
Clerk
Here you can choose if you want to assign a specific clerk/inspector to a schedule, or if you'd like to offer the 'First to Accept' feature:
5. Once you’re done, click on Save:
💡 You can add multiple types of inspections for a specific property. For example, you can set up a Cleaning Checklist to occur weekly and a Move-In/Move-Out inspection annually. All the inspections you’ve added will be listed below that schedule.
Linking the Schedule to a Property
1. Click on the Properties tab at the top of your dashboard and find the corresponding property:
2. Click on the property. On the right side of the screen, you will see the Linked Schedules option.
Click on Manage:
3. Find the schedule you'd like to link to the property and tick the small box on the left.
Once you've ticked the box, click on Apply Schedules.
If you'd like the schedule to be linked immediately, ensure that the Apply Now box is also ticked.
4. You will now find that the schedule you created has been linked to that property. All contacts for a property will also pull through onto the future inspections created with the scheduler.
💡 The succeeding inspection(s) will be created when the scheduled inspection is marked Complete.
Scheduling for Multiple Properties
1. Under the Properties tab at the top of your online dashboard.
Use the filter options on the left of your screen to pull up the properties you want to apply the schedule to, and then click on the blue Select button on the right of the screen.
2. Tick each property, or click on the Select All button at the top of the list:
3. Once you have selected the properties, click on the dropdown list on the right of your screen, and select the Apply Property Schedule option:
4. Tick the schedule(s) and click on Apply:
