Welcome to the Serwiko tutorial.
In this guide, we’ll explain what maintenance tasks are—also known as recurring orders. A dedicated tab called “Maintenance” has been created to manage these tasks, which you’ll find in the left-hand menu under the Orders section.
On the main page, you’ll see a list of all created maintenance entries. The tab includes a search bar, filters, quick filtering buttons, and options to export or import data.
There is often a need to repeat certain tasks regularly—for example, when a customer contract includes air conditioning service every three months. To create such recurring tasks that will automatically appear on the list of orders, you need to add a new maintenance entry.
Let’s now go through the process of creating a new recurring order.
Click the “Add Maintenance” button in the top right corner of the screen. In the window that opens, you can enter the name and select the object to which the maintenance task relates.
The next step is to set the start date for generating the tasks. You can choose a past date (if the service has already been performed before), the current date, or a future date (if it will start later). Then, define the end date, which marks the last planned maintenance task.
Next, choose how the orders will be generated: monthly or weekly. For example, if you select every 3 months and specify a particular day of the month, the system will automatically generate the corresponding tasks. A popular option is to set it for the last day of the month to help organize the work schedule for the upcoming month.
An important feature is the “Days in Advance” setting, which determines how many days before the planned execution the order should appear in the list. For instance, setting it to 7 days allows you to effectively combine various tasks for technicians in a given region and time.
The “Maximum Number of Pending Orders” option allows you to preview future maintenance dates.
Simply click “Show Schedule” to view the planned dates and ensure that the recurrence settings are correct.
During configuration, you can also input the estimated net price for the customer and add a detailed description of the maintenance tasks.
The next section involves assigning the order to technicians. If you choose the “With Visit” option and assign a specific technician, a visit will be automatically created and added to their calendar. You should specify the start time of the visit. If the time is not yet determined, you might enter something like 7:00 AM (before technicians start work), indicating the visit is not yet scheduled for a specific time.
If no technician is selected, the visit will be created as “Unassigned” and can later be assigned manually or taken over by technicians with permission to handle unassigned visits. It’s also important to define the estimated duration of the service.
After clicking Next, the maintenance task will appear on the list along with details such as advance notification, recurrence, and service date range.
If you want to copy a maintenance task for another object, use the “Copy” button and then select the new object. You can also deactivate a task if it is incorrect or no longer needed.
To edit a maintenance task or check its history, click on the row with the maintenance name. A window will appear with three tabs:
Basic Information – includes the maintenance description and generation settings, which can be edited.
Schedules – shows detailed dates of future and past tasks, which can be edited or canceled.
History – contains a list of already generated tasks.
Additionally, there are two more tabs:
Overdue – shows maintenance tasks where the end date has already passed.
Deactivated – lists the tasks that have been manually turned off by the user.
Thank you for your attention, and we invite you to explore our other tutorials.
