Scheduling new visits

In March 2026 we began simplifying how you create visits.

• You can now create both one-off and repeating visits from a single unified form.
• We’ve also introduced a new “Repeats” dropdown so you can choose common repeating schedules (like “Repeats every 2 weeks”) in one form field.
• If you need more advanced repeating options, choose “Custom” and set interval, frequency, and an optional ending date. A “visit” is where you send an employee out on a visit to a customer’s property. Below we describe the different types of visits you can create and where you can create them.

For each site you’ll want to add one or more visits. You can create:

• Repeating visits – In landscape maintenance businesses, most of your visits will likely be repeating visits.
• One-off visits (for example add a visit for 345 Wattle Dr only when you are called and asked to come).

Repeating visits

Repeating visit example

Let’s say you have a contract with Mary at 457 Waratah Rd to do garden maintenance every two weeks (26 visits per year) at a price of $100/visit ($2,600 per year). Since we do other visits in Mary’s area on Monday, we tell Mary we’ll come every two weeks on Mondays.

To add a repeating visit at 457 Waratah Rd:

1. Go to the site we’ve created for 457 Waratah Rd.
2. In the upper right hand corner, click the the “Add visit” button.
3. In the form, add a due date for the first visit. For example, 2nd of November.
4. In the “Repeats dropdown, choose a repeating option (not Never):
   • Daily - schedules the visit every day.
   • Every week - Schedules the visit every week.
   • Every 2 weeks - Schedules the visit every two weeks (fortnightly).
   • Monthly on the date - Repeats on the same date each month. The label updates to match your selected due date. For example, if the due date is the 19th, you’ll see “Monthly on the 19th.”
   • Nth weekday of month - Repeats on the same weekday pattern each month. The label also updates from your due date to show the weekday pattern. For example, if the due date falls on the 3rd Thursday, you’ll see “3rd Thursday of the month.”
   • Seasonal schedule (if available) - Use a seasonal schedule when your visit frequency changes across the year. For example, more frequent visits in summer and less frequent visits in winter.
   • Custom - Use Custom if the preset options don’t fit your needs. You can then choose:
     • Repeat interval (Daily, Weekly, Monthly, etc.)
     • Every frequency (for example, every 2 weeks)
     • optional Ending date
5. Add general visit instructions that all staff should be aware of when they visit that property. For example, “beware of dog” or “clean by the pool area”. Note – setting or changing this field will update it for all visits for this property.
6. Enter work required which tells staff what they need to do on this particular repeating visit. (Note – You can have multiple sets of repeating visits for the same property each with different ‘work required.’ For example, you may have one repeating visit for just lawn mowing and another repeating visit for garden maintenance.)
7. Set the visit price and estimated time:
   • Accounts created after October 2024: In Invoice settings, turn on Requires invoicing. Add one or more Invoice items with the description, quantity, and price (for example, a $100 line item for garden maintenance). For hourly billing, tick Charge hourly based on time logged, set the hourly rate, and enter Est man hours. SortScape adds an estimated hours line item automatically. See Setting the invoicing basis for a visit.
   • Older accounts: Optionally enter Est man hours and Est value. SortScape can calculate est value from hours multiplied by the hourly rate in visit settings. See Setting the invoicing basis for a visit (old).
8. Click the “Create” button. Now SortScape will remind you every two weeks to send a crew out to 457 Waratah. You’ll find more details for how this works below.

Editing repeating visits

When you edit a visit in a repeating series, most changes apply to that visit and all future visits in the series. Past visits in the series are not changed.

This also applies when you create a repeating visit: every visit SortScape generates for that series starts with the same details.

You cannot change just one date in a series without affecting the visits that come after it. If you need different details on different visit types at the same property, create separate repeating visits for each type (for example, one for lawn mowing and one for garden maintenance).

The following fields update the current visit and all following visits in the series:

• Visit tags – Adding, removing, or changing tags on a visit copies the full tag list to all future visits in the series. See Mastering visit tags for examples.
• Work required – The work description for that visit.
• Estimated hours and value – Est man hours, hourly rate, and est value (older accounts), or invoice items and time-and-materials settings (accounts created after October 2024).
• Start and end times – When you edit these in the visit form (not when dragging a visit on the schedule).
• Invoice settings – Invoice type, fixed-price line items, and related billing fields.
• Requires confirmation – Whether the visit needs customer confirmation.
• Crew – The crew assigned to the visit. See How to Effectively use Crews in Job Management.
• Repeat frequency – The repeat interval, frequency, and ending date.
• Due date – When you change the due date in the visit form, all future visits in the series move to match the new pattern. Dragging a visit on the schedule works differently; see Rescheduling visits in SortScape.

General visit instructions (on the property) are different: they apply to all visits at that property, not just one repeating series.

Deleting a repeating visit deletes the current visit and all following visits in the series.

For one-off changes when moving visits on the schedule (without updating the whole series), see Moving repeating jobs and understanding end dates.

One-off visits

One-off visit example

Now let’s say you get a call from Steve at 345 Wattle Dr asking you to come out and give the garden a trim. You don’t have a contract with Steve… you only add a visit whenever he calls.

For Steve you would:

1. Go to the site for 345 Wattle Dr.
2. In the upper right hand corner, click the “add visit” button.
3. In the form that appears, enter a due date for the visit. For example, 5th of November.
4. In the “Repeats**”** dropdown, choose Never.
5. Optionally tick the “Keep in unscheduled visits?” box if you don’t want to automatically add the visit to the schedule.
6. Set the visit price and estimated time using Invoice items (accounts created after October 2024) or Est man hours and Est value (older accounts). See step 7 in Repeating visits above for details.
7. Add general visit instructions that all staff should be aware of when they visit that property. For example, “beware of dog” or “clean by the pool area”. Note – setting or changing this field will update it for all visits for this property.
8. Enter work required which tells staff what they need to do on this particular visit.
9. Click the “Create” button. Important Note: Visits left in the ‘unscheduled visits’ column and marked complete may no longer appear if they were not dragged onto the schedule beforehand. Always ensure unscheduled visits are assigned to a day before marking them complete.

Now SortScape will remind you to send a crew out to 345 Wattle Dr on the 5th of November. You’ll find more details for how this works below.

You can convert one-off visits into repeating visits by following these steps.

Seeing estimated values on the schedule

After you set a price on a visit (via Invoice items or Est value), SortScape uses that total for schedule planning. Visit cards on the schedule show the address, estimated time, and other visit details. They do not show a dollar amount on the card itself.

To check or change the price for one visit, open the visit from the schedule or from the property’s visit list.

At the bottom of the schedule you will see Total for the day, Total for the week, or Total for the month (depending on your view). This panel shows:

• Time and Value for each crew (job run)
• A grand total row at the bottom

Skipped visits are excluded from these totals.

If you do not see dollar amounts or the Value column, check Visit settings. Non-administrators need Show estimated visit value to non-administrators? set to Yes before they can see estimated values or schedule totals.

For how invoice items feed into these totals, see How invoice items affect schedule totals.

Multi-day visits

Sometimes, a project might span multiple days, especially if it goes beyond basic maintenance. In such cases, you have two flexible options to manage your schedule effectively:

1. Create a Repeating Visit: Ideal for projects with a clear end date. Set the visit to repeat daily until a specified date. This option ensures continuity without the need to manually schedule each day.
2. Create Multiple One-Off Visits: Suitable for projects with variable lengths. Start with a single, one-off visit for the initial day, and if the project extends, you can easily “copy” one-off visits for subsequent days as needed. If you’re unsure about the project’s duration, start with a one-off visit for the first day. Should the work need to continue, our platform allows you to duplicate this visit for the next day with just a few clicks. This flexibility helps you adapt to project demands without overcommitting your schedule from the start.