Bulk selecting visits on the schedule

Bulk visit selection lets you work with several visits at once, in one job run or in Unscheduled. This is useful when a crew does not finish all of the visits in a run, when you need to move a group of visits to another crew, or when you want to complete, skip, invoice, email or text several visits together.

Looking for customer confirmation on visits? See Visit confirmations.

Want to complete a lot of visits at once? See Completing or skipping many visits at once. It covers completing every past visit in one click as well as completing a selection.

Selecting visits

Bulk selection works within one job run, or in Unscheduled, at a time.

1. Go to the Schedule.
2. Find the job run that contains the visits you want.
3. Click Bulk actions… in the … menu at the top of that job run. In day and week view you can also click Select at the top of the run (checkbox icon). If the column is very narrow, you may only see the icon.

Every visit in the run starts ticked, because most of the time you want the whole run. Click a visit to untick it. If you only want a few, click Deselect all at the top of the run, then tick the ones you want.

While you are selecting, the rest of the schedule fades so it is clear which run you are working in. You can still drag visits onto the faded runs.

The top of the run shows how many visits are selected, with Select all or Deselect all beside it. On a narrow phone screen in month view these are shortened to All and None. The run’s hours and value at the bottom add up only the selected visits.

The actions sit at the bottom of the run: click Actions… to see what you can do with the selected visits. On a long run the bottom of the run stays on screen as you scroll. On a phone, a bar with the number selected, the run’s date and name, and Actions… takes the place of the menu bar at the bottom of the screen.

If you have filtered the schedule by search or tags, only the visits you can see are selected.

To leave selection mode, click Cancel or press Escape.

Unscheduled visits

In the Unscheduled panel, click the checkbox icon in the panel header (Select visits), then tick the visits you want. Unscheduled visits start unticked. The actions appear in a bar at the bottom of the screen.

The Actions… menu shows Add to schedule here, not Move visits. Skip or Complete takes those visits out of Unscheduled. There is no bulk Delete. To permanently delete every unscheduled visit, see How can I clear my schedule and start over?.

Faster ways to select visits

On desktop, you can also use these shortcuts in day, week, and month view, including Unscheduled:

• Hold Ctrl on Windows or Command on Mac and click a visit to start selecting or toggle that visit.
• After you select one visit, hold Shift and click another visit in the same job run, or in Unscheduled, to select the range between them.

To select a whole job run, open its … menu and click Bulk actions… (or click Select). Every visit starts ticked.

On phones and tablets, use … → Bulk actions… on the job run, or Select visits in Unscheduled, then tap visits to tick or untick them. There is no press-and-hold to select.

Moving selected visits

Once visits are selected, you can drag them as a group. As you drag, the run under your pointer is highlighted, so you can see where the visits will land.

• Drag the selected visits into another job run to move them there, including onto a crew that already has visits that day.
• Drag the selected visits onto an empty add-job-run area to create or choose a job run for that day.

If any of the selected visits repeat, a prompt appears: Apply to future visits in these series. Click Confirm so later visits in those series follow the new crew. Skip the prompt if you only want to move this day.

This is the usual way to move a whole crew’s work onto another crew from a start date. See Moving one crew’s future visits onto another crew. Change crew cannot do that when the destination crew already has visits that day.

If any of the selected visits are confirmed with customers, SortScape asks whether you want to keep them confirmed or mark them as pending. See Visit confirmations for more about confirmed visits.

Moving selected visits to another day

Use Move visits when you want to send the selected visits to another date without dragging.

1. Select the visits.
2. Click Actions… at the bottom of the run (in Unscheduled, in the bar at the bottom of the screen).
3. Click Move visits.
4. Choose the date. The default is the next working day, based on your visit settings. For example, if your account is set to work Monday to Friday and you move visits from Friday, the default is Monday.
5. If any of the selected visits repeat, you can tick Apply change to future visits so later visits in those series also move.
6. Click Confirm date.

If the same crew already has a job run on that date, SortScape adds the visits to that run. If not, SortScape creates a job run for that crew on that date.

After the move finishes, a message appears with a link to the day the visits were moved to. Click the date in the message to jump to that day on the schedule.

If any selected visits are confirmed with customers, SortScape asks whether to keep them confirmed or mark them as pending before moving them.

Leave Apply change to future visits unticked if you only want to move this day. That is the usual choice when a crew did not finish the run and you are carrying leftover visits forward.

Completing or skipping many visits at once

There are two ways to complete a lot of visits in one go. Pick the one that matches what you want to clear.

You want to	Use	Completion date
Complete every past visit on a job run that was never marked complete	Mark all complete in the schedule banner	Each visit’s job run date
Complete or skip some visits on one job run	Bulk selection on that job run	The job run’s date
Complete or skip visits in Unscheduled	Bulk selection in Unscheduled	A date you choose (today by default)

Either way, only visits that are not already completed or skipped are affected.

Complete all past visits at once

If any visits on past job runs were never marked complete, a yellow banner at the top of the Schedule says how many there are.

1. Go to the Schedule.
2. In the banner, click mark all complete.
3. Confirm.

Every past visit on a job run that is still open is marked complete on the date of its job run. You do not need to select anything, and it covers every crew and every past day at once.

To check the list first, click See all in the banner instead. From there you can complete or skip each visit.

The banner:

• is only shown to administrators
• is only shown on wider screens: a computer, a tablet, or a phone turned sideways (landscape). If you do not see it on your phone, rotate it.
• does not include visits in Unscheduled, because they have no job run date. Use bulk selection for those (below).

Complete selected visits on a job run

Use this when you only want some visits, or one crew’s day.

1. Select the visits on the job run: click Bulk actions… in the run’s … menu. Every visit starts ticked, so untick any you want to leave out.
2. Click Actions… at the bottom of the run.
3. Click Complete or Skip.

Selected visits are completed on that job run’s date. Selection works on one job run at a time, so repeat this for each run.

Complete selected visits in Unscheduled

1. In the Unscheduled panel, click the checkbox icon next to the Unscheduled heading (Select visits), then tick the visits. Hold Shift and click to select a range.
2. Click Actions… in the bar at the bottom of the screen.
3. Click Complete or Skip.
4. For Complete, choose the completion date (today by default) and confirm.

Unscheduled visits load in pages as you scroll. A Shift-click range only includes visits that have loaded, so scroll down first if you want to reach visits further down the list.

Skipping instead of completing

If some of the visits never actually happened, skip them instead of completing them, so they do not count as done work.

Skipping a visit marks it as skipped rather than completed, so a skipped visit will not appear in Visits pending invoicing. See Remove a visit from Visits pending invoicing.

Skipping selected visits skips only those instances. It does not change future visits in a repeating series. To reschedule an entire repeating series, see Rescheduling visits in SortScape.

The mark all complete banner only completes. To skip, use bulk selection.

Permissions

The actions you see depend on your permissions. For example, some users can move visits but cannot complete or skip them. If your selection includes visits that are already completed or skipped, Complete and Skip stay unavailable until you deselect those visits.

Invoicing selected visits

If invoicing is set up for your account, administrators also see Invoice in the Actions… menu.

1. Select the visits.
2. Click Actions… at the bottom of the run (in Unscheduled, in the bar at the bottom of the screen).
3. Click Invoice.
4. Review the invoices that will be created, then click Create 1 invoice (the button shows the count).

You can include visits that are not complete yet. SortScape marks those visits complete on their run date when the invoices are created. Invoice is unavailable if any selected visit is already invoiced, skipped, or a note.

This is different from opening one visit and using ⋮ → Create invoice, which can bill a visit without marking it complete. For the full bulk invoicing workflow, including grouping, email and text, and Xero or QuickBooks contacts, see Bulk invoicing.

Emailing or texting selected visits

Use this to message every customer on a run in one go, for example to warn them about rain or a late start.

1. Select the visits: click Bulk actions… in the run’s … menu. Every visit starts ticked, so to message the whole run there is nothing more to select.
2. Click Actions… at the bottom of the run.
3. Click Email or Text message.

SortScape sends one message to the service contact of each selected visit. For the full steps, templates and SMS credits, see One-off bulk notifications for a job run.

Notes on the schedule are not messaged. If you only select notes, Email and Text message are unavailable.