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Service sequences allow you to define the servicing requirements for equipment covered by a Service Contract, including the types of service required and when they should take place.
Setting up the supporting records first can simplify the creation and management of your Service Contracts.
Enable the following User Rights to get full functionality:
The Contracts access right in Service Geeni allows users to create and manage service and hire contracts linked to customer accounts.
The Models access right in Service Geeni allows users to manage product or equipment models.
Module Access: Contracts.
Module Access: Model Enquiry.
Before You Start
Note: Where equipment has common servicing requirements, set up your Default Service Sequences before creating your Service Contracts. When you add that equipment to a Contract, its default sequence is applied automatically, so you only build it once.
For details on configuring these, see Default Service Sequences.
Before creating your Service Contract, consider the Service Types you regularly use.
Rather than creating highly specific Service Types for individual pieces of equipment, use a simple set of recognisable, reusable options. For example:
3 Monthly
6 Monthly
12 Monthly
Major
Minor
The frequency is not set against the Service Type itself. The time between services is defined when you build the Service Sequence.
This allows your Service Types to remain generic while the individual schedule determines how frequently each service takes place.
Understanding How the Service Sequence Works
When building a Service Sequence, Service Geeni works from the time between each service.
For example, if a piece of equipment requires 3-, 6-, and 12-month servicing, Service Geeni does not automatically interpret those Service Types and create:
3 Month > 6 Month > 3 Month > 12 Month
Instead, build the sequence with the appropriate intervals between each service.
The Service Sequence therefore defines the actual servicing pattern rather than the name of the Service Type determining when the service occurs.
Getting There
Set Up a Default Service Sequence on the Model
Setting up a default Service Sequence is optional, but it can save time when creating future service schedules.
By assigning a default sequence at the Model level, Service Geeni can automatically suggest the same sequence whenever you create a service schedule for another piece of Equipment associated with that Model.
This helps maintain consistency across similar Equipment and reduces the need to build each service sequence from scratch.
You can also configure a default Service Sequence at the Equipment Type level.
Head to Model Enquiry via the Equipment menu.
Click Edit on a Model.
Scroll down to Default Service Sequences.
Click Add a new sequence.
Build the sequence using the time between each service (see below), then click Save.
If all Models of one Equipment Type share the same servicing pattern, set the default on the Equipment Type instead; every Model linked to it inherits the sequence.
Build the Service Sequence
Build the Service Sequence to represent the servicing pattern required for the equipment.
For example, where servicing includes 3-monthly, 6-monthly and 12-monthly services, remember that you are defining the time between each service.
You may therefore need another 3-month service between the 6 and 12-month services to create the intended servicing cycle:
3 Month > 6 Month > 3 Month > 12 Month.
Fill in the fields and click Save.
Configure each service in the sequence and continue until the complete servicing cycle has been created.
Create the Service Contract
Head to Records and select Contracts.
Click Add New Contract.
Select the Customer Account the contract belongs to.
Select the appropriate Contract Type, followed by the required Service Level.
Service Levels can be configured separately within the Default Centre.
Complete the Term Details to define the period covered by the Contract.
You should also use the available Renewal and Review Periods to help manage the Contract.
For a Fixed Term Contract, set an appropriate Renewal Period.
For a Rolling Contract, a Review Period may be more appropriate. For example, you could set the Contract to be reviewed every 12 months.
Pro Tip: Use the Renewal and Review options to support the ongoing management of your Service Contracts rather than relying on the Contract dates alone.
In the Equipment and Services section, add the equipment covered by the Contract.
Note: If the equipment's Model or Equipment Type has a Default Service Sequence, it's added to the Contract automatically and shown in the Service Seq column. (This is covered at the start of the article).
Change it only if this customer's servicing differs from the default.
The Exclude Ongoing Service Contract Equipment option can be used to prevent equipment already covered by an ongoing Service Contract from being selected again.
To check or adjust the sequence, click the text in the Service Seq column.
This opens the Service Sequence window.
Note: If the equipment has no default sequence, or this customer needs a different servicing pattern, build or edit the sequence in this window. It works the same way as on the Model (see Set Up a Default Service Sequence on the Model above).
Once you've configured the equipment and Service Schedule, complete any remaining Contract requirements.
Once you create the Service Contract and Service Schedule, you can manage scheduled services through the Equipment Service Schedule (ESS).
From here, you can review upcoming services and raise the required Service Jobs.
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