How do plans book their own visits, and when should I leave it off?
For the owner
Settings, Plans can make every plan book its own visits each night, 2, 4 or 8 weeks ahead. Or you can leave it off and book them yourself with Fill from plans.
The setting
Go to Settings, then Plans. Keep visits booked ahead has four choices: Off: we use Fill from plans, 2 weeks, 4 weeks and 8 weeks. Press Save. It starts on Off.
When it is on, each night between midnight and 6 AM (your company’s time zone), every active plan books its visits for those weeks. Only the owner can change it. The office can read it.
Fill from plans
On the Schedule, Fill from plans books every plan visit due in the two weeks from the day on screen, right now. It works whether the setting is on or off. Pressing it twice is harmless.
Why leave it off
If your old software still schedules, you are importing its routes. Plans booking each night would add visits beside those, and a customer could be booked twice. Keep it off until you stop using the old software, then turn it on that day.
Either way, a plan day is left off if the customer already has a visit that day that was booked by hand or imported.
What last night did
When it is on, a line under the setting says it. It looks like this: “Last booked”, the date and time, how many new visits, the day it booked through, and how many plan visits were left off because the customer already had one. Before the first night it says the first booking runs tonight. If a night didn’t finish, the line says so and that it tries again on the next run.
A visit you moved or deleted
A visit you moved or changed by hand stays as you left it, and the plan doesn’t book that day again. To skip one visit, cancel it. If you delete a plan’s visit, the next booking puts it back. Pausing a plan takes its booked visits off, as in plans.
Reminders about booked visits
Booking sends nothing to the customer. If the owner has turned on visit reminders (see email), a booked visit gets its reminder when its day comes within the days the owner chose. If the plan’s window changes, or the plan is paused, the booked visits change or come off, and a customer who had already been sent a reminder gets a short note.
Good to know
- A plan whose tech is no longer on the team books its visits as Unassigned, so you see them.
- A night is skipped for a company while a move-in is being put in or undone.
Still stuck? Email help@barrierline.com.