GarageDoorBossPro Blog — Tune-Ups & Maintenance Plans

Setting a 365-Day Recurring Garage Door Tune-Up by Minimum Days Between Visits

Most scheduling tools handle recurring work with a fixed calendar date: the second Tuesday of every October, forever. That sounds tidy until a visit gets pushed by a week of storm calls, and then every future date is wrong. GarageDoorBossPro handles recurring tune-ups by minimum days between visits instead, which matches how a garage door company really works.

From Price to Schedule

With a price picked, as covered in Pricing a Garage Door Tune-Up Plan Customers Will Renew, the next step is telling the software how often the visit comes around.

A yearly residential tune-up is set to 365 minimum days between visits. That number lives on the service, so every client you add the tune-up to inherits it. You do not set a date for each customer. You set the rule once.

How Minimum Days Works

The idea is simple: a visit is not due again until at least that many days have passed since the last completed visit.

• A customer signs up and gets their first tune-up on March 10.
• The tech taps Complete. The count starts.
• 365 days later, the next visit comes due and shows up on the Waiting List.
• If that visit gets done on March 18 instead of March 10, the following one counts from March 18.

Because the count starts from the completed visit, a late visit never leaves the next one bunched up too close. And an early visit does not cheat the customer out of a full year between checks.

Why Not a Fixed Date?

Fixed dates fall apart the first time the schedule slips. A garage door company's week is shaped by emergencies. When three spring calls come in on a Monday, the tune-ups planned for that day move. With fixed dates, the office has to go back and fix every future visit or live with a schedule that no longer matches reality.

Minimum days also lets the office group visits by area. A customer due on the 10th can be done on the 14th with the rest of their neighborhood. The next visit simply counts from the 14th. Nobody has to edit anything.

Different Intervals for Different Work

Not every door is on a yearly plan. Minimum days works the same way for any interval you set:

• Residential tune-up: 365 days.
• Commercial rolling door or loading dock maintenance: often every 90 days, or whatever the account agrees to.
• Busy HOA or property manager doors: any interval the contract calls for, such as 180 days.

All of them come due on the same Waiting List, so the office plans residential and commercial maintenance from one screen. Commercial maintenance is covered in Commercial Garage Door Maintenance Every 90 Days: Docks, Rolling Doors and Sectionals.

You can also keep a customer on two services at once, such as a yearly tune-up on the house doors and a separate interval on a shop door out back. Each service counts its own days.

Adding Existing Plan Customers

If you already sell tune-ups and keep the list in a spreadsheet, bring those customers in by CSV import. Imported addresses are placed on the map automatically. Add the tune-up service to each client and set their last visit date so the count starts from the right day. From there, they come due on their own.

Take a few minutes to clean the list before importing. Duplicate customers, old addresses and people who moved away will all show up as pins, and it is easier to delete a row in a spreadsheet than to chase a phantom tune-up later.

If you do not know when somebody was last out, set a best guess. The worst case is that they come due a little early or a little late the first time, and after one completed visit the count is exact.

What Happens After Complete

When the tech completes the tune-up, several things happen at once. The inspection lands on the job for the office to see and print. The invoice is created and the card on file can be charged. And the 365-day count starts over for that customer.

Nothing else has to be done. Next year the visit will appear on the Waiting List, colored as due now, and the reminder texts and emails go out on their own. If the visit slips past its due date, it shows as overdue once it is past a 7-day grace, which is the subject of the next two guides. To see where recurring visits fit with inspections and billing, visit the garage door maintenance software page.