Skip to content
Servtide
Running the day

Maintenance memberships

Set up recurring maintenance plans for your customers. Create template plans with standard pricing and visit frequency, then enroll individual customers into agreements. Servtide auto-generates scheduled visits and converts them to jobs on a regular cadence.

All guides
1

Access the Memberships page

Main navigation (left sidebar) → Memberships
  1. Open your Servtide back-office (web app)
  2. Look for 'Memberships' in the left sidebar navigation (it has a circular-arrow icon)
  3. Click it to load the Memberships page

Tips

  • This page is your central hub for all recurring maintenance work
  • You'll see three sections: a list of active agreements, an enrollment form, and your saved plans
2

Create a maintenance plan (optional template)

Memberships → Plans section (bottom of page)
  1. Scroll to the 'Plans' card at the bottom
  2. Enter a plan name in the 'New plan' field (e.g., 'HVAC Spring Check-up' or 'Plumbing Maintenance Gold')
  3. Enter the monthly price (in dollars, e.g., '149.99')
  4. Enter the number of visits per year (e.g., '2' for twice yearly)
  5. Select the billing cadence from the dropdown: Monthly, Quarterly, or Annual
  6. Click 'Add plan'

What to enter

  • 'New plan' — the name customers see when you offer them this agreement
  • 'Price' — the cost in dollars per billing period (not per visit)
  • 'Visits/yr' — how many scheduled visits should happen in a 12-month cycle
  • 'Cadence' — how often you bill: Monthly (12 visits/yr max), Quarterly (4 visits/yr), or Annual (1 visit/yr)

Tips

  • Plans are templates. Create one 'HVAC Gold' plan, then enroll many customers into it
  • A 'monthly' cadence with '2 visits/yr' will still charge monthly, but only schedule 2 visits total over 12 months
  • Plans are optional — you can enroll customers in a custom agreement without a template

Watch out

  • Once created, plans are stored for easy reuse; you cannot edit or delete them from this page (plans are meant to be fixed templates)
3

Enroll a customer in an agreement

Memberships → Agreements section (middle of page)
  1. Scroll to the 'Agreements' card
  2. Below the agreements table, you'll see the enrollment form
  3. Click the 'Customer' dropdown and select the customer you want to enroll
  4. Once you pick a customer, the 'Property (optional)' dropdown will load with their buildings/addresses
  5. Select a property if the customer has multiple locations; leave blank to apply the agreement to all their properties
  6. Select a 'Plan (optional)' from the dropdown if you have a template (it will auto-fill name, price, cadence, visits). Or choose '— custom —' to enter custom details
  7. Enter an 'Agreement name' (e.g., 'HVAC Maintenance 2025' or 'Quarterly Spring Tune-up')
  8. Enter the 'Price' (in dollars)
  9. Pick the 'Cadence' (Monthly, Quarterly, or Annual — how often you bill them)
  10. Enter 'Visits/yr' (how many scheduled maintenance visits per year)
  11. Click 'Create agreement'

What to enter

  • 'Customer' — required; the person/business signed up for the agreement
  • 'Property (optional)' — which of their buildings/addresses this applies to (optional)
  • 'Plan (optional)' — auto-fills name, price, cadence, visits from a saved template; choose '— custom —' to override
  • 'Agreement name' — how you label this particular enrollment (e.g., 'HVAC Spring Checks 2025')
  • 'Price' — the dollar cost per billing period (monthly/quarterly/annual depending on cadence)
  • 'Cadence' — Monthly, Quarterly, or Annual (controls billing frequency)
  • 'Visits/yr' — total number of scheduled visits over 12 months (e.g., 4 = quarterly visits)

Tips

  • If you pick a plan, it pre-fills everything but name; you can still edit the name and other fields
  • The 'Property (optional)' field lets you tie an agreement to a specific building if a customer has multiple properties
  • Start date defaults to today; the system will immediately schedule the first year of visits
  • Agreements auto-generate scheduled visits when created — you don't manually add each visit

Watch out

  • You must pick a customer; property is optional
  • Changing 'Visits/yr' and 'Cadence' independently can seem odd — a 'monthly' cadence normally has 12 visits/yr, but you can override this for custom schedules
4

View an agreement's scheduled visits

Memberships → click on an agreement name (blue link in the table)
  1. From the Agreements table at the top of the Memberships page, click the blue link with the agreement name (e.g., 'HVAC Gold')
  2. You'll see the agreement detail page with the customer name, status badge, and metrics
  3. Scroll down to the 'Scheduled visits' table
  4. Each row shows a due date, status (scheduled/completed/skipped), and a link to the job if it exists

What to enter

  • 'Due' — the date the visit is scheduled
  • 'Status' — scheduled (not yet done), completed, or skipped
  • 'Job' — link to view the actual job (created by 'Generate due jobs'), or '—' if no job yet

Tips

  • Scheduled visits are just placeholders until you convert them to jobs
  • The system shows up to a year of scheduled visits
  • You can manually mark a visit complete using the 'Mark complete' button on that row
5

Auto-generate jobs from scheduled visits

Memberships → 'Generate due jobs' button (top right)
  1. From the main Memberships page, look for the 'Generate due jobs' button in the top right
  2. Click it
  3. The system scans for all scheduled visits due within the next 14 days (the default horizon)
  4. It creates a 'Maintenance' job for each due visit (for active agreements only)
  5. The page reloads and you'll see the new jobs in your Jobs list

Tips

  • This is a one-click operation — you can run it daily or weekly to keep jobs in sync with your maintenance schedule
  • Jobs are only created for 'active' agreements (not paused or canceled)
  • The job title will be 'Maintenance — [agreement name]' so you can identify them easily
  • If a customer doesn't have a property set, no job is created for that agreement (property is required for a job)

Watch out

  • The system only looks 14 days ahead by default. If you want to generate further out, you'll need to run this button more frequently or contact support
  • If an agreement is paused or canceled, no new jobs are created from its scheduled visits
6

Change an agreement's status

Memberships → select an agreement → status buttons (top right)
  1. Open an agreement detail page (click its name from the table)
  2. Look at the top right next to the status badge
  3. You'll see buttons for the other available statuses (e.g., 'Set active', 'Set paused', 'Set canceled')
  4. Click the button for the status you want
  5. The page reloads and the badge updates

What to enter

  • 'Active' — the agreement is live; jobs will be generated for due visits
  • 'Paused' — the agreement is on hold; no new jobs will be generated, but visits remain scheduled
  • 'Canceled' — the agreement is ended; no jobs are created, and it's marked as inactive

Tips

  • Pausing is useful if a customer wants to temporarily pause (e.g., during winter for HVAC), then resume later
  • Canceling is permanent from the UI — you'd need to create a new agreement to re-enroll them
  • Status changes take effect immediately
7

Manually mark a visit as complete

Memberships → agreement detail → 'Scheduled visits' table
  1. Open an agreement detail page
  2. Find the visit in the 'Scheduled visits' table that you want to mark complete
  3. If the visit status is 'scheduled', you'll see a 'Mark complete' button on the right side of that row
  4. Click it
  5. The visit status changes to 'completed' and shows the completion timestamp

Tips

  • Use this if you completed the work manually (offline) or want to record it without creating a formal job
  • Once marked complete, you can't un-mark it from the UI (contact support if needed)

Watch out

  • The 'Mark complete' button only appears for 'scheduled' visits — completed or skipped visits don't have the button

Done when

  • Created at least one maintenance plan (e.g., 'HVAC Annual', 'Plumbing Quarterly')
  • Enrolled at least one customer in an agreement (used either a plan template or custom details)
  • Viewed the agreement detail page and confirmed scheduled visits are listed
  • Clicked 'Generate due jobs' to convert scheduled visits to actual work orders
  • Confirmed jobs appear in the Jobs list with 'Maintenance —' in the title
  • Tested changing an agreement status from active to paused (or back)

Related guides

Online booking & portal The daily workflow Use Servtide on your phone
Need a hand? Talk to a specialist or start your free trial.