Set Up Care Schedule

Care Schedule is periodic work that rides on top of a regular plan — a filter clean every four months, aeration once a year — each with its own cadence, price, and approval. Configure the catalog under SettingsCare Schedule, attach tasks on each plan, and run the due list from Office OpsCare Schedule.

It is on for pool, lawn, and core. Aquatic (pond and lake) companies do not see it unless OpsVara turns Care Schedule on for that company. It is not plan-gated.

1. 1

   Open Care Schedule

   Go to SettingsCare Schedule, or the Care Schedule step in SettingsSetup Wizard (Optimize). The page reads Periodic maintenance that rides on top of your regular plans. Skip Care Schedule For Now in the wizard marks the step reviewed without changing your tasks.

2. 2

   Seed from a catalog or add a task

   Seed from a Popular Catalog offers the set for your industry — Pool Standard, Lawn Standard, or, on core, any pack including Pest Control. Apply on a pack that already has tasks asks Replace Care Schedule Catalog? and confirm is Apply Pack.

   Or click Add Care Task. Pick Work Type (create only), then Task Name. Set Every and Unit (Days, Weeks, Months, Years). Cadence Anchor is From Completion (next due follows when it was last finished) or Fixed Calendar (stays on the calendar even if the visit was early or late). Click Add Care Task.

3. 3

   Choose when it runs, how it bills, and who approves

   When Due

   Choice	What happens
   On Next Visit	Adds a locked Care row to the next routine visit's Tasks (pool Service Tasks). Checking it off at checkout completes the cycle.
   Own Job	Creates a separate job on the due date. Job Work Type defaults to Same as plan; pick another (often Specialty Service) so the crew gets that wizard.
   Office Reminder	Notifies the office only. Someone schedules it by hand from Needs Action.

   Billing is Add-On (charge Price when the task is performed) or Included (already in the plan rate; tracking only). Approval is Pre-Approved (runs when due), Customer Approves (email an approve / No thanks link each cycle), or Office Only.

   Optional: tick Auto-Add to New Plans, and when Equipment Tracking is on, Applies to Equipment Categories so each matching unit (for example a filter) gets its own row.

4. 4

   Put the task on plans you already have

   On the task row, click Add to Plans. The dialog is Add to Existing Plans. It adds the task to active and paused plans of that work type that do not already have it — plans that already have it, or had it removed, are left alone. Set First Due: On a date you pick (optional Spread Until staggers Own Job dates across weekdays) or an interval after each plan's start. Confirm Add to N Plan(s).

   Update Plans pushes the catalog's current terms onto plans that already carry the task. Mid-cycle rows stay on the old terms until that cycle resolves.

   You can also open a plan under Sales and BillingContracts and use the Care Schedule card Add control, or a unit's Care Schedule on DirectoriesEquipment (the site needs an active plan).

5. 5

   Work the Office Ops list

   Open Office OpsCare Schedule. Tabs are Upcoming, Overdue, Pending Approval, Needs Action, and Declined & Expired. Filter by Search, Work Type, Task, Billing, Due Action, Approval, and due dates. Row actions include Send offer, Mark done, Skip this cycle, Change next due date, and on Pending Approval Mark approved / Mark declined.

What the customer sees

Customer Approves sends a one-time link (/care-offer/…). The page says It's time for this service. They tap Approve — $X.XX or No thanks. Approve runs the due action (inject, create the job, or office reminder). Decline notifies the office. Turn the email on under SettingsCustomer Notifications (Care Schedule offer).

Verify it worked

1. SettingsCare Schedule Your Care Tasks lists each task with cadence, When Due, billing, and approval. Auto-add tasks show an auto-add badge.
2. A plan on Sales and BillingContracts shows the task on its Care Schedule card with a next due date.
3. When a cycle is due, Office OpsCare Schedule has the row. After an On Next Visit inject, the next routine job's Tasks step shows a Care badge (add-ons also show the price). Checking it off at checkout bills an Add-On.

ReportsCare Schedule (Advanced Reporting) is offer-to-approval conversion, not the worklist.

Troubleshooting