Completing a maintenance visit and scheduling the next

You're best off completing a maintenance visit from the calendar. If you do it from the contract screen, the date of the next visit doesn't move along and you end up in an annoying repeat. This article explains why, and what the right route is.

The right way: completing from the calendar

As a technician, via My schedule:

1. Open the appointment.
2. Click Complete maintenance.
3. Answer "Schedule the next visit?":
   • No, just complete it (planner will call later) — the next target date automatically moves forward one interval.
   • Yes, put it in the calendar now — you pick a date straight away and that becomes the new target date.
4. Under Note (work performed), fill in what you did.
5. Click Save & complete.

As an administrator, via Scheduling: open the appointment in the calendar and use Mark as completed. This too moves the next target date forward automatically.

You can also ask Planny to complete a visit; that moves the date along as well.

Why not from the contract screen

On the contract screen you can set the status to Completed under Edit visit. That works — but it only affects that one visit. The Next visit date on the contract stays where it was.

The result is a loop:

1. The contract keeps a target date in the past and stays under Maintenance overdue on your dashboard.
2. Because no future visit is outstanding, the app automatically creates a new visit overnight.
3. If you complete that one from the contract screen too, it starts all over again.

Ended up here anyway? Open the contract, adjust Next visit date manually and click Save changes. That's the only place where you can set that date freely.

Contract stays "overdue" after completing

With a contract that was already long overdue, this can happen: the new target date is calculated from the old target date plus the interval. If an annual contract was fourteen months overdue, the new date is still two months in the past and the contract stays red.

In that case, set the date correctly on the contract by hand. If you ask Planny to complete the visit, it calculates from today instead — which can be handier here.

Good to know

• Completing sets the visit's end time to the moment of completion. The originally scheduled end time is overwritten by this.
• The note on a visit is a single field. If you complete it with a report, that overwrites any instruction that was in there beforehand.
• A technician can't complete a visit that hasn't been assigned to anyone. Assign it first, or have an administrator do it.

Frequently asked questions

• My contract stays on "Maintenance overdue". Check the Next visit date on the contract; it probably hasn't moved along, or still lies in the past.
• A new visit appears every day. Same cause: as long as the target date is in the past and no future visit is outstanding, the app schedules one. Set the target date correctly.
• The customer gets no notice that the visit is completed. Correct, no email goes out for that.