Change Visit Frequency by Season

Serve a customer twice a week in summer and once a week the rest of the year, with the contract billing the real number of visits.

Updated September 29, 2026

Some customers are served more often for part of the year — twice a week from spring through early autumn, once a week the rest of the time. Seasonal Frequency expresses that as annually repeating windows layered over the schedule you already set, so the calendar, the crew's route, and the contract total all agree.

Set it on the work type first

This becomes the default every new contract for that work type inherits, so it is worth getting right once.

Open the work type's schedule
Go to SettingsWork Types and expand the work type. Set Mode to Fixed interval, Set weekdays, or Set frequency — Seasonal Frequency layers over whichever one you choose, so a season is an exception to it, not a replacement.
Add a season
Under Seasonal Frequency, press Add Season. Give it a name the office will recognise (Peak, Summer), set Starts and Ends to the month and day it runs between — no year, because it repeats every year — and choose its Schedule: Set weekdays, Set frequency, or Fixed interval.
Check the Rest of Year row
Below your seasons, the Rest of Year row restates the schedule set further up the page. That is what applies for every month no season covers, so read it once before saving. Add up to four seasons if the year genuinely has that many rhythms.
Save
Press Save Work Types. Contracts that already carry seasons of their own are untouched. A contract with none falls back to what you just set — see the warning below.

A window can cross the new year

An off-season running 10-01 to 03-31 is fine. Seasons may not overlap each other, though — if two claim the same week, saving tells you which one to change.

Existing contracts without seasons inherit these

Seasons on a work type are not only a default for new contracts. A contract that has none of its own falls back to the work type's when visits are created, so adding a season here changes how often those customers are visited — while what they were billed stays as sold. Before saving, check whether any live contract for this work type is priced per visit. If one is, set its seasons on the contract instead, so the count it bills and the visits it gets are the same number.

Set it on one customer

On Sales and BillingContracts → New Contract, Seasonal Frequency appears below the visit schedule, prefilled from the work type. Edit it for this customer, or remove every season to put them on one rhythm all year. The contract stores exactly what is on screen when you save.

On a contract that already exists, open it and look for Seasonal Frequency beside the visit interval. It lists each window with its schedule and marks the one in force today; the pencil opens the same editor. This is how a customer who is the exception gets their own windows after the work type's default was applied — an imported contract, or one approved from a quote. The pencil beside Visit Interval on the same page sets the schedule the Rest of Year row restates: Fixed interval, Set weekdays, or Set frequency.

This is the copy that matters for money. The contract total and the per-visit invoice plan are calculated from the visits the seasons actually produce, not from the base schedule — Monday and Thursday April to September plus Monday otherwise is about 78 visits a year, where the peak schedule alone would claim 104 and the base schedule alone 52. Saving a change to the seasons on an existing contract recounts that plan; invoices already drafted, sent, or paid keep their amounts.

Contracts from the onboarding import

The Onboarding Tool's contracts import writes the work type's visit schedule and Seasonal Frequency onto every contract it creates, the same as New Contract, and the Review step shows the schedule it will write in a Schedule column. Set the seasons on the work type before you import, then adjust the exceptions on their contract pages.

What happens on the route

Nothing needs a second route. A saved route's service days stay the union of what its stops need, and each stop is served on the days its own contract asks for. A contract with no seasons of its own is read on the work type's, the same way the scheduler reads it, so the route and the visits it creates always follow one calendar.

In the busy season, a twice-weekly customer appears on both route days.
Out of season, they appear on one — and the day they are not due shows them as not due on this service day in the apply result, which is correct rather than an error.
When every stop on a route drops to once a week, the route's second day has no work at all and auto-apply skips it. It picks back up on its own when the season turns.

Verify it worked

Open the contract. The visit schedule reads as the season in force today, and Next Job falls on a day that season allows. Then look at Schedule across the season boundary: visits should thin out (or double up) on the month and day you set, with no gap or pile-up in between. The contract's per-visit plan should list the seasonal number of slots — if it still shows the base schedule's count, the seasons were saved on the work type but not on this contract.

If something looks wrong

What you see	Why	Fix
Saving says two seasons claim the same week	Windows may not overlap	Change one window's start or end date
Saving asks you to choose one schedule	A season named weekdays and a count	Pick one in that season's Schedule dropdown
A new contract has no seasons	The work type had none when the contract was started, or a contract template cleared them	Add them on the contract, and on the work type for next time
The contract total did not change	Seasons were added to the work type only	Open the contract and add them there — the contract bills from its own copy
A customer is still visited twice in the off season	Their contract has no seasons, so the base schedule applies all year	Add the off-season window to that contract
A quote's total does not count the peak season	The quote sets its own weekdays or interval, which carries no seasons	Clear the per-quote schedule so it inherits the work type's, or add the seasons on the contract after approval

Frequently asked questions

Do I have to cover the whole year with seasons?

No. Whatever the seasons leave uncovered uses the Rest of Year row, which is the schedule already set on the work type or contract. One season for summer is usually all you need.

Will changing a work type's seasons update contracts I already signed?

A contract that has seasons of its own keeps them — that copy is what it bills from. A contract with none falls back to the work type's, so adding seasons there does change when those customers get visited, without changing what they were billed. Set the seasons on the contract when the arrangement belongs to that customer.

How many visits will the contract bill?

The real number the seasons produce. Monday and Thursday from April to September plus Monday the rest of the year is about 78 visits a year, and that is what the contract total and the per-visit plan use.

Does the route need a second version for the off season?

No. Keep the route on both days. Once every stop's contract drops to once a week, the second day has nothing due and is skipped on its own.

Can I add seasons to a contract that already exists?

Yes. Open the contract and use the pencil beside Seasonal Frequency. Saving recounts the per-visit plan from the new windows; invoices already drafted, sent, or paid keep their amounts.

Do contracts created by the onboarding import get seasons?

Yes. The import writes the work type's schedule and seasons onto each contract, exactly as New Contract would, so set them on the work type before you import.

Do quotes count the seasons?

Yes, when the quote inherits its schedule from the work type or a quote template. The quote total, the customer's copy, and the contract it becomes all count the windows. A per-quote weekday or interval override is taken as the whole schedule and carries none.

Can two sites on one contract have different frequencies?

No. A contract carries one schedule — its base rhythm and its seasons — for every site on it, and each visit is created for all of the contract's sites on the same day. When one customer needs different frequencies at different sites, create one contract per frequency group from New Contract, each with its own sites, weekdays and Seasonal Frequency. Each contract bills its own invoices, and a site cannot be moved from one contract to another afterwards.