Video Walkthrough
Step-by-Step Instructions
Initiating the Add Maintenance Plan Workflow
From the Maintenance Plans page, click on the "New Maintenance Plan" button to initiate the workflow adding a plan. If you're on a customer's account page or job details page, then click on the "+" icon in the "Maintenance Plans" section.
1. Select Account & Location
Search for the customer that you want to add the plan for. Once selected, a card containing that customer's account information will be displayed. Below that, any locations belonging to the account will be displayed.
To continue, click on the "Select This Location" button. Alternatively, you can create a new location by clicking on the "Create new location" button beneath the location card.
2. Select Plan
The Select Plan step will display all of the available plans that your company offers. You'll be able to view the number of visits, discounts, benefits, and price of each plan. To continue, click on the "Select Plan" button.
3. Configure Plan
The plan configuration step is split into two sections, one for the billing information and the other for the plan visits.
The billing info section contains the following fields and settings:
Billing Frequency: how often the customer is billed for the plan
Billing Anchor Day: when the customer is billed for the plan
Plan Activation Date: when the plan will be activated
Plan Renewal Date: when the plan will expire (12 months from the activation date)
Auto-renews: determines if the plan will automatically renew
Supported Payments Types: which payment types will be accepted (auto-renewing plans can't accept check, cash, other)
Create as Free Plan Setting: disables billing and sets the plan price to $0
The Plan Visits section displays each visit that is included in the plan. Plan visits contain information that enables consistent scheduling and improves equipment tracking. Each visit contains the following information:
Visit Name: give the visit an optional display name such as "Spring Tune-up"
Placeholder Date: set a target month for scheduling the visit
Linked Equipment: link customer equipment to the visit for equipment tracking and scheduling
Mark as Completed: retroactively mark a visit as having been completed
To continue, click on the "Save & Review Plan" button.
Note that a plan's billing info cannot be edited after the plan has been created. The plan will have to be canceled and a new one will have to be created.
4. Review Plan
The review step enables you to spot-check all of the plan information before activating the plan and collecting payment. The Billing Info and Plan Visits will be read-only. To make changes, click on the "Edit Plan" link in the top right of the Maintenance Plan card.
You'll also have the option to send the customer an activation email. The setting is controlled via a toggle switch.
The final section displays the price of the plan. To make any pricing adjustments, click on the "Adjust Pricing & Tax" link. You'll be able to select the tax rate and change the price of the plan.
The text of the final button will depend on the price of the plan:
For free plans, it will read "Activate Plan"
For paid plans, it will read "Collect $XX.XX Payment"
5. Collect Payment
The collect payment modal will display the payment amount and available payment options. The payment amount is automatic and cannot be changed. Which payment methods are available will depend on the billing settings of the plan.
Payment Methods for Auto-Renewing Plans:
Credit Card
ACH
Payment Methods for Non-Renewing Plans:
Sending a Payment Link
Credit Card
ACH
Cash
Check
Other
To continue, click on the "Activate Plan" button.
Note that if the Billing Anchor Date differs from the Plan Activation Date, the plan will still be activated even if no payment is collected immediately.
6. Plan Activated
Once the payment amount or info has been collected, the plan will become activated. The activation of the plan effectively issues the plan visits for immediate use. You'll be able to view the details of the plan and account (Account Email, Plan Name, Activation Date, Payment Amount, etc.).
The following actions are available upon activation:
Schedule Maintenance Plan Job: opens the workflow for creating and scheduling a job
View Plan Details: takes you to the plan details page
Close This Page: returns you to wherever the add maintenance plan workflow was initiated from
And that's it! A Maintenance plan has been successfully added to a customer's service location.