Setting up a maintenance contract

With a maintenance contract you record that a customer receives periodic maintenance, for example an annual service visit.

Creating a contract

1. Open the customer and click New maintenance contract.
2. Fill in a title (for example "Boiler service").
3. Optionally choose a linked project.
4. Choose the frequency: yearly, half-yearly, quarterly or monthly.
5. Fill in the desired date of the first visit and optionally a description or instructions.
6. Save.

Scheduling visits

A contract consists of individual visits (appointments). There are two ways these come about:

• Automatically — once the date of the next visit is within two weeks, the system schedules one itself (default 09:00–11:00, no team member assigned yet). This only happens if the contract's status is Active.
• Manually — click New visit and fill in a team member, start and end time, and an internal note. You can also tick here to notify the customer by email.

Completing a visit

If you set a visit to Completed via the regular edit screen, the status of that visit changes, but the date of the next visit doesn't shift forward automatically. So update the next visit date on the contract yourself, or ask Planny to complete the visit — Planny does calculate the next date automatically based on the frequency.

Stopping a contract

Set the contract's status to Cancelled. No new visits will then be scheduled automatically. A contract has no automatic expiry date — it continues until you cancel it yourself.

If you delete a contract, all its associated visits are also permanently deleted.

Reminders

You can set up email reminders that go out to the customer automatically a number of days before a scheduled visit.

Frequently asked questions

• Why does the date of the next visit still show the old date, even though I already completed the last visit? That happens if you completed the visit via the regular edit screen — update the date manually, or have Planny complete the visit instead.
• Can I set a custom frequency, for example every 2 months? No, choose from monthly, quarterly, half-yearly or yearly.
• A visit shows "Overdue" — what does that mean? This visit's scheduled date is already in the past and the visit hasn't been completed yet.
• What happens if I delete a contract? All associated visits are also permanently deleted — this cannot be undone.