Bulk Importing Recurring Services

Derek Torres
Derek Torres
  • Updated

This is a reference to bulk importing Recurring Services into ServiceTrade.

Before you get started on completing your Recurring Services Template import template, you should:

Note: It is important to test your bulk Imports. All of our customers should have a Demo ServiceTrade Account. Use your Demo Account to test the import first, to avoid duplication or creating errors in your Production Account. It is not possible to delete in bulk in ServiceTrade.
If you do not know what your Demo Account credentials are, please reach out to Customer Support.

 

How to Download the Recurring Services Import Template

The image below will show you how to download the Recurring Services Import Template.

Recurring_Service_Template.gif

 

Recurring Services Import Template Field Definitions

Below is a list of the Field Names and Definitions used in the Recurring Services Import Template.

Field Name Field Definitions
service_line

The abbreviation of the Service Line for this Service.

A good place to see all of the available Service Line abbreviations is on the bottom right of the My Account page in ServiceTrade.
*required
Service_Line_Abbreviations.gif

service_description

The description of the work to be done.

Note: Service Descriptions are visible to Technicians, office staff, and customers.

service_start_date

The date that the first instance of this Service will be due.

Format: YYYY-MM-DD
*required

preferred_start_time

Is the time that either the customer or the office prefers that Appointments for this service be Scheduled.
Leaving the field blank is treated as having no preferred start time.

Format: Must be in military time format (e.g. "13:00" for 1:00 pm) Only 15-minute increments of time are supported

(13:15, 13:30, 13:45)

preferred_techs

Is the Tech or Techs that will automatically be assigned to the Appointments for this Service.

Format: Must be a comma-separated list of active usernames.
Usernames, if not known, are best retrieved from My Account > Users.

estimated_price

The estimated price in USD that the Customer will pay for this Service.
Estimated Price is primarily a visual, scheduling, and forecasting aid, and does not translate directly to the invoice.

Format: Must be formatted 0.00 with no commas.
(e.g. "24003.72" for $24,003.72 USD)

estimated_duration

The estimated time that the Service will take to complete.

Format: Must be formatted 0.00 in quarter-hour increments.
(e.g. "12.25" for 12 hours 15 minutes.)

location_name

The exact name of the Location to which this Service will be assigned.
*required

asset_id

The asset ID that you wish to associate this Service with.
Asset IDs are best found via exporting "Locations with Assets" or exporting Assets.

contract_id

The contract ID of the contract you want to be associated with this service.

frequency

This is the frequency in which you want this Service to repeat. Used in combination with interval to create any variation of schedule recurrence.

Format: Must be:

  • daily
  • weekly
  • monthly
  • quarterly
  • semiannually
  • yearly
    *required
interval

Is the multiplier that applies to the frequency. Used in combination with frequency to get any variation of schedule recurrence.

Format: Must be a whole number and greater than 0.
*required

window_size

The size of the due window.

Format: Must be:

  • day
  • week
  • month
  • an integer representing the number of days.

Example: Entering "month" indicates that the service due window is the whole month and that scheduling the service anytime during the month is acceptable.
*required

repeat_weekday

Indicates if you want the Service to repeat only on weekdays.

Format:

  • Enter "1" to indicate that monthly services repeat on the nth weekday (e.g. third Monday.)
  • Enter "0" to indicate repetition by nth day of the month. In either case, the value of n is inferred from the service_start_date.
  • If blank it defaults to "0"
template_name

The name of an existing service template that you wish to use for this service.

Note: If you use this field to apply a Service Template, then only the location_id, asset_id, and template_name fields should be filled out, along with any external IDs if applicable.
If you have a template_name + the other fields not listed above, the row will fail to import and we will append an error explanation to the downloadable import failures file.

Service Templates are not the same thing as Recurring Services Import Template CSV files.

 

How to Use Frequency and Interval

Frequency and Interval are required fields and are used in conjunction to create any variation of schedule recurrence.

Frequency is a set frequency of schedule (daily, weekly, monthly, quarterly, semiannually, or yearly) and Interval is the multiplier that applies to the frequency. Interval must be a whole integer greater than 0.

Frequency x Interval = Schedule Recurrence

Example:

  • monthly x 4 = every 4 months
  • yearly x 5 = every 5 years

This chart below breaks down what you should enter for frequency and interval for common Schedule Recurrences.

Frequency_Chart.png

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