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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.

 

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 based on the “Assigned” user and selected time slot.

  • If unchecked, the work order will still be created but won’t appear on the calendar.

  • 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.

 

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.

 

 

 

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. 

 

Need Help?
If you have any questions about managing recurring work orders, setting statuses, or dispatching your team effectively, reach out to our support team at support@jobboxsoft.com. We’re here to help you make the most of your ServiceBox workflow.