How to avoid overlapping visits when mixing repeat frequencies

If you schedule multiple repeating visits on the same crew — for example, some customers every 2 weeks and others every 3 weeks — you may find those visits landing on the same day at similar times. That is expected when the repeat intervals do not share a common cycle. It is not a sign that something is wrong with your schedule; it is how those frequencies work together over time.

This article explains why those overlaps happen, how SortScape warns you about them, and the most reliable way to plan around mixed repeat frequencies.

Why overlaps happen

Repeating visits follow their own cycles. A fortnightly visit occurs every 2 weeks; a three-weekly visit occurs every 3 weeks. Because 2 and 3 do not divide evenly into each other, the two series will periodically land on the same day.

For example, if both series start in week 1:

• Fortnightly visits fall in weeks 1, 3, 5, 7, 9, 11 …
• Three-weekly visits fall in weeks 1, 4, 7, 10 …

Weeks 1 and 7 are shared by both cycles. If both visits are set for the same time (say, 9:00–11:00 a.m.), your crew has a clash on those days.

The more fixed start and end times you use, the more visible these clashes become — especially when clients need consistent days and times, such as NDIS or aged care visits.

Clash warnings in SortScape

SortScape shows a yellow clash warning on the visit form when a timed visit overlaps another timed visit on the same crew. The warning is advisory only — you can still save the visit — but it helps you spot problems at setup time instead of on the work day.

For repeating visits, SortScape checks every date the series would occur within the next 52 weeks, not just the first due date. The warning lists each clash with the date, visit name, time, and location.

The warning appears when creating or editing a repeating visit that has a start time, end time, crew, and due date. Visits on other crews or marked Any time are not included.

For full details, see How do I add start and end times to visits? — especially the Time clash warnings section.

Best approach: dedicated time blocks

The most reliable way to run mixed frequencies is to reserve time blocks for each interval. Instead of scheduling fortnightly and three-weekly visits at the same times, give each frequency its own window on specific days.

For example:

1. Schedule three-weekly visits on Monday and Wednesday between 12:00 p.m. and 4:00 p.m.
2. Schedule fortnightly visits in other time slots on those days, or on different days altogether.

The two cycles may still coincide on the same calendar day, but they will not compete for the same time. Your crew can complete the morning block first, then the afternoon block — with no overlap.

This approach works especially well when clients need fixed days and times. You keep the consistency they expect while still running more than one repeat frequency on the same crew.

When you can align frequencies instead

If you are adding an extra service alongside a main visit — such as fertilizing alongside mowing — you may be able to use compatible frequency multiples instead of mixing incompatible intervals. For example, a weekly mow and a 4-weekly fertilizer application align naturally because 4 is a multiple of 1.

See How to schedule recurring tasks like fertilizer applications alongside regular visits for guidance on choosing compatible repeat intervals.

Seasonal frequency changes

If your visit frequency changes by season — for example, every 3 weeks in autumn and every 2 weeks in summer — that is a different scheduling pattern from mixing fortnightly and three-weekly visits on the same crew year-round. SortScape handles this with seasonal schedules.

What to do when you see a clash

When SortScape flags a clash:

1. Move one visit to a free time block on that day, or to another day in your schedule.
2. Adjust start or end times so the visits no longer overlap.
3. Reserve dedicated time blocks per frequency (as above) to prevent future clashes as you add more clients.

The warning shows two clashes by default; click +N more to see the full list. Use that list to work through each conflict before the visit date arrives.