Service Autopilot
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How to in Service Autopilot
- Go to CRM > Clients or CRM > Accounts: Open Service Autopilot and navigate to CRM then choose Clients or Accounts, search for the client record you will use, and select that client from the list.
- Click Quick Add (+) icon then select Job > Waiting List OR Add a recurring job from client: In the header click the Quick Add (+) icon and choose Job > Waiting List; alternatively, on the client account screen click Add a Job then select Add a recurring job to open the New Recurring Job overlay.
- Fill required fields in New Recurring Job overlay (Job tab): In the New Recurring Job overlay under the Job tab use Select a Client, decide whether to create a work order for this job, and select a Schedule from the Schedule dropdown.
- Add services and scheduling details in the bottom section: In the bottom section use the dropdown menu to add a service line, enter the Initial Start date, enter the date you want the job to Start Recurring, assign resources (or leave unassigned to assign later), enter a Qty, enter a rate, enter Budgeted Hours (B. Hrs.), and enter the estimated Team Size.
- Click Save at the bottom of the overlay: After confirming all required fields and service line items are populated, click Save at the bottom of the New Recurring Job overlay to create the recurring job.
- Open Scheduling > Dispatch Board to view or extend multi-day jobs: Go to Scheduling > Dispatch Board, set the Date Range and click Load Date Range (or click Load Today Only), locate the recurring job instance, hover over the Actions menu, click Extend Job (Multi-Day), choose the number of days in the dialog, then click Apply.
- Use Scheduling > Dispatch Calendar to edit or extend visits: Go to Scheduling > Dispatch Calendar, click the dispatched job card to open the Edit Visit overlay, hover over the More menu in the overlay, click Extend Job (Multi-day), and select the number of days to extend.
- Assign or confirm resources on the Dispatch Board if needed: If resources were not assigned during job creation, open Scheduling > Dispatch Board and assign resources to the job instance there so Team Size and crew assignments update when staff clock in.
FAQ for Service Autopilot
Can I create a recurring job for a brand-new client from these steps?
The documented flow shows selecting a client via CRM > Clients or CRM > Accounts and assumes an existing client record; the steps do not include adding a new client record.
What's the difference between Initial Start date and Start Recurring?
Enter the Initial Start date to schedule the first occurrence and enter the date you want the job to Start Recurring to define when the recurring schedule begins as separate fields in the New Recurring Job overlay.
How do I extend a recurring job that spans multiple days?
Use Scheduling > Dispatch Board or Scheduling > Dispatch Calendar, open the job instance, choose Extend Job (Multi-Day) from the Actions or More menu, select the number of days in the dialog, and click Apply.
What if the recurring visit doesn't appear on the Dispatch Board?
Confirm the Dispatch Board Date Range and click Load Date Range or click Load Today Only so the board loads the date(s) where the recurring visit is scheduled.
Common mistakes when using Service Autopilot
Creating the recurring job without selecting a client first.
Before opening the New Recurring Job overlay, go to CRM > Clients or CRM > Accounts and select the correct client so the job is associated with the proper account.
Leaving the Start Recurring date blank so the job never repeats.
In the New Recurring Job overlay complete both Initial Start date and the date you want the job to Start Recurring to ensure the recurrence schedule activates.
Not assigning resources at job creation and assuming Team Size will reflect assigned crew.
Either assign resources in the bottom section of the New Recurring Job overlay or open Scheduling > Dispatch Board afterward and assign the team so the estimated Team Size and crew allocations update correctly.
Expecting the job to show on the Dispatch Board without loading the correct date range.
Open Scheduling > Dispatch Board, set the appropriate Date Range and click Load Date Range (or click Load Today Only) to ensure the board displays the scheduled visit.