How maintenance visits get scheduled automatically

Seeing a maintenance visit in your calendar that nobody scheduled? Then 4planning created it itself. Every night it checks which contracts are due.

When a visit is created automatically

A visit is created as soon as all of this is true:

• The contract is set to Active.
• The Next visit date falls within the coming fourteen days (or is already in the past).
• There is no future visit outstanding for this contract.

If a visit is already scheduled, nothing happens — so you'll never get duplicate visits from the automation.

What such a visit looks like

• Time: 09:00 to 11:00. A standard slot, regardless of how long the job usually takes.
• No technician assigned. The visit appears in the calendar with a red dashed border and a warning sign, and in the list of unassigned appointments. You assign it.
• Was the target date already in the past? Then the visit is set for tomorrow, not retroactively.

The visit arriving without a technician is deliberate: the app doesn't know who should go, so that choice stays with the planner.

This is always on

Automatic scheduling can't be turned off — there's no setting for it, not per contract and not for your whole environment. If you don't want a visit to appear, there are two routes:

• Set the contract to Cancelled. Then nothing more gets scheduled.
• Move the Next visit date further forward, outside the fourteen-day horizon.

Watch out with reminder emails

The automation looks fourteen days ahead. If your first reminder is set further than fourteen days in advance, the visit doesn't exist yet at that moment and that first reminder won't go out. Keep the first reminder at fourteen days or less.

Frequently asked questions

• There's a visit in my calendar I didn't create. That's the automation; see above for when that happens.
• Can I change the default 09:00–11:00 time? Not in advance. You can simply move the visit after it's been scheduled.
• Can I see which visits were created automatically? No, that isn't visible in the app. The clearest sign is that no technician is attached.
• I deleted a visit and the next night there's another one. That's right: as long as the target date falls within the horizon and no visit is outstanding, a new one is created. Move the target date or cancel the contract.