Purpose

Creating saved lists for scheduling is helpful when it comes to organizing your tickets. It’s recommended that those scheduling jobs should be using the same lists to remain consistent.

When your team uses saved lists for scheduling, this will avoid errors in using tickets!

When naming your lists, it’s recommended to create and use a naming convention to keep your lists organized in a certain order.

Here is a good example of a naming convention that is using a numbering system:

✅In order to create and share saved lists, you’ll need System Admin added to your user role.

For your lists relating to Maintenance work, it’s recommended to create a saved list for each service on your maintenance contracts.

Below, we will discuss ways to set up your lists for maintenance services. Your company’s lists might be a little different depending on your service setup.

These lists are meant to be used once during the life of a contract. You would need to schedule the first ticket, then set the Recurring Schedule with the scheduled ticket. This type of list is good for Weekly or Bi-Weekly Maintenance scheduling.

Because of this type of service, we should only see one ticket per contract. To begin, narrow down your search to the first occurrence of your service.

Then, limit your view to tickets with the status of Open. After you apply these filters, this will allow you to see what needs to be scheduled.

The lists in this section are all Maintenance services that are one time services that will not have a Recurring Schedule.

These lists are known as Production lists. You can use these lists to schedule all uncompleted tickets. When there are no tickets left to be scheduled, the service can be considered complete for that season!

This type of list set up can be used for services like Pruning Rounds, Fertilization Rounds, Spring Cleanup, Fall Cleanup, Irrigation Startup, Irrigation Shutdown, Mulch, and Aeration.

Here’s an example of list filters for the Pruning Rounds service:

There may be situations where you are using a single service with multiple occurrences. A common example of this is monthly irrigation checks. You may have anywhere from 5-12 occurrences for this type of service.

These occurrences relate to the number of monthly tickets you need. These lists are very similar to the setup shown above, you just have to filter them a little differently! It’s important to use a non-recurring schedule with these types of services.

🧠The reason why it’s recommended to not have a recurring schedule is that you most likely will not have the same schedule every month. This means it will take a lot of cleanup and management if you set a recurring schedule.

When filtering tickets for your multiple occurrence service, use the filter called Actual Occurrence. You will pick the number of the occurrence that corresponds with your service schedule.

A good example to explain this is:

Your first irrigation check is in April, this would be occurrence number 1. Your filter would be: Actual Occurrence ▶️Equals ▶️ 1. For May’s saved list, you would use the filter of Actual Occurrence ▶️ Equals ▶️ 2.

Then, you would then create a list for each month after that!

Here’s the filter that you would use for multiple occurrences with single services:

The lists explained in this section are designed to be production lists. Jobs are scheduled, completed, and then they disappear from the list!

Because your jobs could have multiple services on them, it’s recommended to not to filter by Service but rather by Division. Then, grouping by Property Name allows you to see all tickets on that property together.

You could add another grouping of Opportunity Name to provide additional details if need be. Another option is to sort by Created Date, which allows you to see the oldest jobs that have been won at the top of the list.

Lists like this are good for Construction and Enhancement jobs, or Irrigation Repairs. Here's an example of some list filters: