Routines

A routine is anything that has to happen again and again on an asset or a location: replacing an HVAC filter every month, a quarterly fire-extinguisher inspection, renewing an SSL certificate every year, checking a site's backups every week. Routines live on the asset, location or client they belong to, show up on the calendar, and can make tasks for your team automatically.

What a Routine Is

Every routine has:

Setting	What it does
Name	What the work is — "Replace HVAC filter", "Renew SSL certificate"
Repeats	Daily, weekly, every 2 weeks, monthly, quarterly, every 6 months or annually
Next due	The date the next occurrence is due
Next date counts from	The schedule (fixed dates) or When it's done (one interval after the work is finished)
Assigned to	The team member responsible. They get the reminders and own the tasks.
Tasks	Reminder only, create tasks on demand, or create tasks automatically
Reminder lead time	How many days before the due date the assignee is reminded
Notes / instructions	Steps, parts, access details — shown on the routine and copied into its tasks
Visible to the client	Whether the client's users can see this routine

A routine is not a task. It is the plan; tasks are the individual pieces of work made from it, one per occurrence.

Adding a Routine

1. Open the asset or location
2. Click the Routines tab
3. Click Add routine
4. Fill in the name, how often it repeats and when it is first due
5. Choose who it is assigned to and how tasks should be made
6. Click Add routine

The tab badge shows how many routines are overdue or due within the next seven days.

Routines on the Client Page

Each client page has a Routines tab too. It shows two kinds of routine together, soonest due first:

• The client's own routines: work that isn't about one asset or location, like a quarterly business review or an annual contract renewal. Add routine on the client's Routines tab adds one of these.
• Every routine on the client's assets and locations: each row names the asset or location it lives on and links to it.

You can mark done, create the task for, or edit any routine in the list you have rights to change: an asset or location routine if you can edit that asset or location, and the client's own routines if you can edit clients. To add a routine for a specific asset or location, add it on that asset's or location's page.

Client routines work like any other routine: reminders, the calendar, tasks and the automation trigger. Their tasks are related to the client. They don't set a Next Service Date, because clients don't have one, and they aren't written to an activity log.

How the Next Date Is Worked Out

The schedule keeps fixed dates. A monthly routine first due on March 15 is due on the 15th of every month, whenever the work actually gets done. If a routine falls behind by several occurrences, marking it done moves it to the next date still ahead. You won't get a backlog of missed occurrences to clear.

When it's done counts from completion. A quarterly routine finished on October 9 is next due January 9. Use this when the interval matters more than the calendar date: a filter that lasts 90 days lasts 90 days from when it was changed.

To move a routine, edit it and change Next due. Later dates follow from the new one.

Tasks from Routines

Choose per routine:

• Reminder only — no tasks. The assignee is reminded, and someone marks the routine done when the work is finished.
• Create tasks on demand — each occurrence gets a Create task button on the Routines tab.
• Create tasks automatically — the task is created a set number of days before the due date (7 by default), assigned to the routine's assignee.

Tasks made from a routine are ordinary tasks, related to the asset or location. They show in My Tasks, the Crew Dashboard and on the calendar like any other task. There is never more than one task per occurrence, however many times the button is pressed.

Completing the task completes the occurrence. The routine moves on to its next date, and the work is recorded on the asset's or location's activity log.

Marking a Routine Done

Click Mark done on the routine. The routine records today as its last-done date and moves to its next due date. The activity log notes who marked it done and when.

Use this when the work didn't need a task, or was done outside the portal.

Reminders

Each morning the portal checks every active routine. When a routine is within its reminder lead time (1 day before, by default), its assignee gets:

• an in-portal notification
• an email with the routine, the asset or location, the notes, and a link straight to the Routines tab

Each occurrence is reminded once. If a routine is already overdue when the reminder goes out, the email says so. A routine with no assignee on an asset falls back to the asset's Assigned To technician.

Assets that have routines get their reminders from the routines, so nobody is reminded twice by the older single-date service reminder.

Routines on the Calendar

Routines appear on the calendar in teal: the next occurrence, and lighter dashed placeholders for the dates after it. Use the Routines toggle above the calendar to show or hide them. An overdue routine has a red edge and an Overdue label.

Clicking a routine opens a quick card with its date, how often it repeats, the asset, location or client, and who it's assigned to. From the card you can:

• Create task: makes the task for this visit. The calendar then shows the task in place of the routine.
• Mark done: completes this visit and moves the routine to its next date.
• Edit: opens the routine's settings over the calendar.
• Open asset (or location, or client): goes to its Routines tab.

Create task, Mark done and Edit only appear if you can edit the routine. A dashed placeholder date offers only Edit and Open, because a future visit can't be completed early. Cmd/Ctrl-click or Shift-click a routine to open its page in a new tab instead.

Rescheduling one visit

Drag a routine's next due date to another day to move just that visit. Its schedule doesn't change: when the visit is done, the routine goes back to its normal dates. Move a monthly-on-the-15th visit to the 10th, and once it's done the next one is still the 15th of next month. Move it past the next scheduled date, and that next date is skipped. If the reminder or the "routine due" automation already ran for this visit, it doesn't run again on the new date.

You can't drag a visit onto a day that already has a task for this routine, or to a date before it was last done.

When an occurrence already has a task, the calendar shows the task instead of the routine, so the same work never appears twice. Routines also appear on a client's calendar tab. They don't appear on project calendars.

Routines that count from when it's done only show their next date, because the dates after it depend on when the work is finished.

Automations

Routines add an automation trigger: A routine comes due. It fires once per occurrence, on the due date, with the routine, the asset or location, the due date, the assignee and the client. Use it to:

• email the client that a scheduled visit is coming up
• open a ticket for the work
• post a message to the team

See Automations for building one.

Sharing with Clients

Routines are internal by default. Turn on Visible to the client to let the client's users see a routine on the asset or location and on their calendar. Clients see the routine's name, schedule, notes and due date. They don't see who it is assigned to or its tasks, and they can't change it.

Pausing and Deleting

• Pause stops a routine coming due: no reminders, no tasks, nothing on the calendar. Resume picks it back up.
• Delete removes the routine. Tasks already made from it stay.

Next Service Date

The asset's Next Service Date follows its routines: it is always the soonest due date among the asset's active routines, and Last Service Date is the most recent time one was done. The Assets directory column and filters keep working as before.

Assets with no routines keep their service dates exactly as you set them.

Who Can Do What

Who	Can
Staff who can edit the asset or location	Add, edit, pause, delete, mark done, create tasks
Staff who can edit clients	The same, for a client's own routines
Other staff, and contractors working for that client	See all routines on it
Client users	See routines marked Visible to the client, read-only