G-01 In Residence Calendar

(0:11 - 0:39)

Today's video is about the in-residence calendar. The whole purpose of the in-residence calendar is a way for you to track when your customers are going to be coming and going. Putting this information in is not only there for you to refer back to, but it also allows the system to schedule around those dates and the auto scheduler will automatically manage whether it should allow a visit or not based on the customer being in or out of the residence.

(0:39 - 1:20)

There are some ways to override it based on your particular needs, but I'm going to demonstrate the default way that everything works in this video. So what we'll do is we'll click on the in-residence application here on our dashboard. When I do, this will bring up for me today's date and it will list anybody that is currently in residence.

You can always go back and change the date and look for various other combinations and see who's going to be in and who's going to be out. You can also view all those on the work order calendar as well. For the example today, let's say that we just received a new call from Mr. Brower who said they're going to be coming in for spring break for a couple weeks.

(1:20 - 2:23)

So I'm going to click here on new residence entry. This will take me to my in-residence screen where I can now enter in a new item. So let me put in here the Brower's.

Brian. I can add an additional comment here if I want to. This is not necessary, but it's nice to have a reference back as to why they may or may not be coming in.

And let's say they have notified us they're going to be coming in around mid-March. So let's say the 19th of March and they plan to stay for two weeks. So they're going to stay up until April the 3rd.

So I've put in, you know, my comments. I've put my from and to date. I can put in any other notes if I need to.

And I can at this point just hit save. That will then store that item for me on my calendar. And you'll notice it's bringing up all of the existing work orders for Brower around the same time frame that we put in.

(2:24 - 4:01)

It's also highlighting for me dates that are definitely in conflict. And if you look at my from and to, you see that what it's highlighted is within the range that they're actually going to be in the home. So it's highlighted those for me here with a red arrow.

And at the same time, it has marked those work orders with a new status called in residence. So you'll notice these say in residence, whereas all the other ones say not started. This effectively to the system looks like it's a canceled work order.

It's not going to show up on your list. It's not going to show up on your route tick for those particular dates so that you'll easily know that you should not go out to the property because they are in residence. The other item that you can take care of on this particular screen is you most of the time have some kind of steps that you do before a client comes in.

Perhaps you reset the water heater temperature, turn the ice maker back on, set the thermostats, put the patio furniture out, whatever the list of things may be. You'll notice that we have visits before they arrive, like on the 13th is the visit directly prior to their arrival. I can click on this particular line and this will take me directly to the work order for that date.

And you'll see here this is for March 13th. On the work order screen is an important box called the work order instructions. Anything you enter in in this box will appear in red on the day of that work order.

(4:01 - 5:19)

So if I put in a note here to remind me that they're going to be coming in and I need to do my arrival preparation steps on March 13th when I go out to the home, it will put that in red for me on my list. So I put that in, I'll say save and close, and this will take me back to my screen here. This is all good.

I can now close my screen and this will now show that they are going to be coming in on March 19th through April 3rd, just as we entered. So the in-residence calendar is a very simple process for you to manage, but it does a ton of administrative things that normally you would have to do with multiple calendars, to-do lists, post-it notes, whatever the case may be. We didn't do any of those steps here.

All we did was manage everything within the system. We put in the dates that our client would be coming in, so we have that on our calendar. We have sanitized our schedule by canceling the visits for when the client will be in their property.

And third, we put in a reminder for us to do arrival steps before they come in. All of that from one very simple screen. If you have any questions, please let us know.

Thank you and have a great day.