---
title: Recurring Work setup for Work Orders - User Guide
description: Recurring Work setup for Work Orders - User Guide
---
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1. [ServiceBox Support Knowledge Base](https://learn.getservicebox.com/?hsLang=en)
2. [Recurring Work](https://learn.getservicebox.com/recurring-work?hsLang=en)
3. [User Guide](https://learn.getservicebox.com/recurring-work?hsLang=en#user-guide)
# Recurring Work setup for Work Orders - User Guide
## Automatically schedule repeat maintenance jobs with flexible frequency and calendar options
### **Introduction**
Recurring Work Orders allow you to automatically generate work orders based on a set schedule. This feature is ideal for repeatable services such as preventative maintenance, quarterly inspections, or annual cleanings. Each Recurring Work Order includes a template, a frequency (daily, weekly, monthly, etc.), and scheduling options. New work orders are created based on the selected interval and can either appear automatically on the calendar or be assigned manually. This article outlines how to create and manage Recurring Work Orders in ServiceBox.
Creating Recurring Work Orders
You can create a Recurring Work Order from several locations:
- From the dashboard: **New \> Recurring Work Order**
- From a **Customer Profile** under the *Work Orders* tab click **Add Recurring Work Order**
- From a **Job Site** under the *Recurring Work Orders* tab, click **Add Recurring Work Order**
### Recurring Work Order Details
After clicking “Add Recurring Work Order,” you’ll land on the Recurring Work Order Details screen. This is where you set the rules and defaults for the recurring work.
**[](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/19096334935/original/QF7-FENevnsLebPBbblg5ZVxeXAtJ-m3Jw.png?1657816317)**
#### **Fields to Complete:**
- **Name:** Something clear and searchable like “Quarterly Maintenance” or “Fall Cleaning”
- **Next Date:** The start date for the first work order in the series
- **Repeat Frequency:** Choose how often the work repeats (e.g. every 2 weeks or every 4 months)
### Optional Settings
#### ✅ **Schedule After Last Closed Work Order**
Only generates the next work order *after* the previous one has been marked as “Closed.”
Example: If the interval is 4 weeks and the previous work order is closed today, the next will be created 4 weeks from *today,* not from the original schedule.
#### ✅ **Schedule Work Order**
Automatically places the created work order into the calendar.
- If unchecked, the work order will still be created, but won’t appear on the calendar.
- If checked, you'll be able to select the user scheduled on the work order. If left blank, the user assigned to the work order will be selected by default.
- Selecting the All Day box will schedule the work order for the entire day. Alternatively, a Start Time and End Time can be selected.
- Consider setting a status like **“Maintenance TBS” (To Be Scheduled)** for visibility when work orders are created but not yet assigned.
> To configure a new status, go to **Settings \> Work Orders \> Status.**
**[](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/19096335099/original/s_S0pzlWtJtlOxh_eXzozoG3-7-7L1_hBg.png?1657816496)**
### What Happens If You Don’t Use "Schedule Work Order"?
If you choose **not** to enable the “Schedule Work Order” option, the system will still create the work orders automatically based on the recurrence settings — however, they won’t appear in the Scheduler calendar.
Instead, the generated work order will:
- Appear in your **work order list** under the assigned user's name.
- Remain **unscheduled** (i.e., not tied to a calendar time slot or technician).
- Require **manual dispatching** to a technician.
> 💡 **Tip:** To better manage unscheduled recurring work, create a custom status like “Maintenance – TBS” (To Be Scheduled) in your **Settings \> Work Orders \> Status** section.
> This makes it easy to filter and identify recurring jobs that still need technician scheduling.
If you'd like the same technician to handle the recurring job every time, you can assign them in the **"Assigned"** field within the recurring work setup. Otherwise, leave it for the dispatcher to assign manually after the work order is created.
### Recurring Work Order Materials
The **Materials** tab within the Recurring Work setup allows you to pre-load materials that will be included in every generated work order.
To add materials:
1. Click on the **Materials** tab within the recurring work setup.
2. Select items from your materials list.
3. These items will automatically appear in the **Materials** section of each generated work order.
This is especially useful for preventative maintenance where the same supplies or parts are consistently used.
**[](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/19096335157/original/0nYSknlipkhRsGEjUuIDPKVM9C4WDMycTA.png?1657816616)**
### **Work Orders**
The **Work Orders** tab provides the option to see all Work Orders that have been created within this Recurring Work Order group.
- Select the specific **Status** to narrow down the search criteria
- Use the **Search List** to search a specific Work Order.
- Clicking on **Created Date** will change the order the Work Orders are displayed in.
**[](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/19096335176/original/5Vxyqtw75O2ECZajrPpYl5bh0dWKIBUF0g.png?1657816652)**
### **Need Help?**
If you have any questions or need support, please click the Help button in your ServiceBox account or email us at **support@getservicebox.com**.
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