Recurring Jobs

In this guide , we’ll explore how the Trak platform can help manage recurring jobs efficiently, tying into projects, automations, and overall time-saving features.

Understanding Recurring Jobs

Recurring jobs vary across different businesses. For example, maintenance companies such as lawn mowing or cleaning services often have recurring tasks that occur at fixed times. These jobs might happen every Wednesday at noon, or perhaps multiple times a year without a fixed schedule. This is where the flexibility of the Trak platform's project and sub-job features becomes particularly valuable.

Setting Up Recurring Jobs

The first step in creating recurring jobs in Trak is to configure your job defaults to best suit your business needs. Under company settings, you'll find options for recurring jobs and sub-job defaults. Here’s what you can set:

  • Days before Start to Create Job: Specify how many days in advance the job should be created in your Trak account. This could be a few weeks ahead for weekly jobs or a month in advance for annual tasks, allowing for forward planning and customer communication.
  • Frequency: Determine how often the job repeats—daily, monthly, annually, or at custom intervals.
  • Job Creation Lead Time: Decide how long before the job starts it should be created in the system, based on your communication needs and operational setup.

Managing Recurring Jobs

Within the Trak platform, the recurring jobs list provides a comprehensive overview of all your recurring tasks. You can see details such as the next start date, frequency, job length, and current status (e.g., on hold during winter or if a customer is away). You can manage these details, view parent jobs, and modify or remove jobs as needed.

Creating a Recurring Job

Once a job is created, you can set it as a recurring job directly within the job’s interface. You’ll need to specify:

  • First Recurrence Date: Choose when the job will first recur.
  • Lead Time: Set how long before the job starts it should be created.
  • Duration: Indicate if the job is multi-day, single-day, or a short task.
  • Frequency: Define how often the job should repeat.
  • End Date: Determine if the job is part of a contract and when it should end, either by date or after a certain number of recurrences.

Modifying Recurring Jobs

You can modify existing recurring jobs from the recurring jobs tab by selecting the job and adjusting its details. This includes updating recurrence patterns, managing job statuses, and ensuring all relevant information is current.

Tracking Recurring Jobs

Trak provides a history of recurring jobs within each project. This includes sub-jobs for each recurrence, detailing who was present, what was done, photos, invoices, and payment statuses. This historical data is invaluable for staying on top of recurring tasks and ensuring consistency and accountability.

Automations and Notifications

To further streamline operations, explore the automations feature in Trak. Automations can send reminders to customers about upcoming work and notify staff about scheduled tasks, enhancing communication and reducing manual effort.

Conclusion

Managing recurring jobs efficiently is crucial for many businesses, and the Trak platform offers robust tools to simplify this process. By setting appropriate defaults, leveraging automation, and maintaining clear records, you can save time and ensure seamless operations.

For more details on recurring jobs or any related functionalities, please reach out to us at contact@trak.co. Additionally, check out our video on automations in Trak for more tips on optimizing your workflow. We look forward to your feedback.