Rescheduling visits in SortScape

Scheduling in the lawn and garden maintenance business is very weather dependent. SortScape allows you to reschedule visits quickly and easily to get around changes in weather.

Moving individual visits

Drag and drop

Probably the simplest way to move a visit to another jobrun is by drag and drop. You can drag a visit to a jobrun on the same day or a different day.

When you move a repeating visit by drag and drop, it does not automatically update the due date of all future visits. For example, say you have a visit that repeats every 2 weeks on a Monday. If you drag that visit from Monday to Tuesday, by default it will keep all future visits scheduled for Monday.

If you drag and drop a repeating visit to a different day, you will see a button called “Apply to future jobs in this series” appear at the bottom of the screen.

Click this button if you do want to update the due date for all future visits in that series. In the example above where you move a repeating visit from Monday to Tuesday, all future visits will then get moved from Monday to Tuesday after you click this button.

Editing a visit

You can also change the scheduled date for a visit by editing the visit and updating the “starting” date. When you save the visit it will automatically update the date of that visit and update the due date on all future visits in the repeating series to match the new “starting” date.

For example, if you edit a visit that repeats every week on a Monday by changing the “start” date to a Tuesday, all future visits in the series will automatically get moved to Tuesday.

Moving a visit to unscheduled

If you want to remove a visit from its job run without deleting it, move it to the Unscheduled column.

Drag and drop to Unscheduled

On desktop, drag the visit from its job run into the Unscheduled column on the left of the schedule.

On the mobile app, rotate your device to landscape mode to show the Unscheduled column, then drag the visit across. See How can I view the list of unscheduled visits? for a screenshot of the mobile layout.

Completed visits cannot be moved to unscheduled.

From the visit modal

Open the visit and tap the dropdown menu to the right of the Start timer button. Choose Move to Unscheduled to remove it from its current job run.

Skipping visits

If a customer cancels one visit (or you need to clear a single occurrence of a repeating series), Skip that visit. Open the visit, tap the dropdown menu to the right of the Start timer button, then choose Skip.

Skipping only affects that visit. Future visits in the series stay scheduled. Skipped visits remain in the property’s visit history, so you can still see that a visit was booked and then cancelled.

Prefer Skip over Delete whenever you want a record of the cancellation.

Cancelling a visit

SortScape has no Cancel button. Use:

• Skip (preferred for a cancelled visit; see Skipping visits above).
• Move to Unscheduled to keep the visit but clear it from the day.
• Delete only when the customer is ending the service (stopping the repeating series from that point). Deleting removes the visit from the property history; use the activity log if you need to find deleted visits later. Deleting a repeating visit also removes all following visits in the series.

Deleting a job run is different: it clears a whole day column and moves visits to Unscheduled. That is not how you cancel one customer visit. See What happens when I delete a jobrun?.

Moving entire job runs

Sometimes when it rains you need to bulk move all visits in a jobrun to a different day. In this case you can move an entire job run. To move an entire job run, click on the ”…” button at the top of the job run. Then click the “move job run” link in the dropdown.

You will be prompted to select a new date for the jobrun.

If any visits in the job run are repeating visits, future visits will not be moved to a different day unless you click the “apply change to future jobs” box. Checking this box is the same as clicking the “Apply to all future visits in this series” button described in the “drag and drop” section above.

Shifting out the schedule

If you need to push many visits forward at once (for example, you are taking a week off), use Shift schedule from Tools on the web schedule.

Shift schedule vs Move job run:

• Shift schedule moves every visit scheduled on or after an Effective date forward by a set number of days. Use it when you want to delay your whole schedule from a point forward. It has no end date and cannot target a single week only.
• Move job run (described above) moves one day’s column at a time. Use it when you only need to move a specific week or a few rainy days.

Do not run Shift schedule once per day to cover a week. Each run affects all future visits from that date onward, so multiple runs can move the same visits twice.

For step-by-step examples, see How can I pause my repeating jobs?.