Within the Operations module in CiiRUS, you can now create recurring work orders in the maintenance tab to simplify your workflow and make it easier for you to organize tasks that repeat.
This new feature allows you to set up work orders that repeat daily, weekly, or monthly, so you no longer have to manually create each task. This guide will walk you through the steps to set up recurring work orders in CiiRUS.
💡Tip
Some examples of recurring work orders include:
HVAC Maintenance – Quarterly or bi-annual servicing of heating, ventilation, and air conditioning systems.
Smoke Detector & Fire Alarm Testing – Monthly or quarterly checks to ensure all alarms and safety devices are functioning properly.
Exterior Power Washing – Seasonal cleaning of building exteriors, patios, or driveways.
Gutter Cleaning – Seasonal removal of debris from gutters to prevent water damage.
Window Cleaning – Quarterly or semi-annual cleaning of windows inside and out.
Elevator Maintenance – Monthly inspection and servicing for buildings with elevators.
Appliance Inspections – Quarterly checks to ensure major appliances (e.g., refrigerators, dishwashers) are working properly.
Carpet Cleaning - Annual or semi-annual deep cleaning of carpets in homes.
How to create a recurring work order
Recurring work orders are created very similarly to single work orders. Within CiiRUS, you can create a work order from three different places:
Quick Actions
Operations > Maintenance
Reservations > Unified Calendar
When in the menu to create a work order, you'll now see a selection box to make the work order recurring:
Selecting this box will bring up new options for you to choose from to customize your recurring work order. Within this menu, you'll be able to select the recurrence pattern (daily, weekly, monthly, yearly) and date range of the recurring work order. If you select the "No end date" option, the recurring work order will recur for five years from the date you start it.
For example, let's add a monthly AC filter replacement work order by following these steps:
1. Navigate to the maintenance menu within the operations module.
2. Select the '+' icon to bring up the work order popup:
3. Fill out the unit, subject, and assigned vendor fields and select the 'Make recurring?' box. For our task to replace the AC filter, we are going to select a monthly pattern that recurs on the 1st day of every month:
4. Since we would like this task to continue indefinitely, we will select the 'No end date' option after selecting the start date:
5. Now we can select the blue 'Add' button on the bottom right on the popup to add the recurring work order.
How to view all upcoming tasks in a series
Now that we know how to create a recurring series for a task, let's take a look at how we can view all upcoming tasks in a series.
To view all work orders in a recurring series, navigate to the maintenance tab under Operations > Maintenance. From here, navigate to a task under a unit and click the ellipses button on the left side of the menu.
Within the popup menu that opens, click 'View Recurring Tasks:'
💡Tip
This pop-up shows all tasks in the recurring series in a read-only grid. To view details or make edits, simply click the 'Eye' icon.
How to edit tasks in a series
You can edit tasks in a series in two ways - by changing all tasks in the series or by modifying individual tasks.
To edit all tasks in a series at once, navigate to the maintenance tab under Operations > Maintenance. From here, navigate to a task under a unit and click the ellipses button on the left side of the menu. Within the popup menu, click 'Edit Recurring Tasks.' Within the menu that pops up, you can make edits to the whole series of recurring tasks.
Making modifications to an individual task in a series can be done in the main maintenance dashboard under Operations > Maintenance. To make edits to an individual task, find the task you want to edit, and click on the box of whichever part you want to change. If you need to change the vendor, click the vendor box and change it:
After you make your edits, be sure to hit the save button on the page to keep your changes. Making changes to an individual task in a work order will result in this popup:
This is just to let you know that changing an individual task will override any future changes you make to the entire series (ie. if you change the vendor for a task and then later change the vendor for all tasks in the series, the vendor you selected for the individual task will stay the same). Click the blue 'Continue' button to save your changes.
How to delete a series of tasks
To delete a series of tasks, navigate to the maintenance tab under Operations > Maintenance. Go to the series of tasks you would like to delete and click the small trash can icon on the left side of the screen:
Clicking the trash can icon will show the following menu:
To delete the entire work order series, click the blue button that says 'Delete entire series.' Click 'yes' to confirm, and your work order series will be deleted.
⚠️ When deleting an entire series, the system will only remove future instances of the recurring work orders. Past instances will remain to ensure any already sent to the Owner's Account are preserved. To delete past work orders, simply remove each instance individually.
Conclusion
You can continue to add work orders ad-hoc, or you can now create them in a series to save time and remove the repeated work of creating multiple tasks. Tasks in a recurring series will continue to work the same way with Task Manager. In Phase 2, we'll be adding the ability to schedule blackouts that correspond with a work order. If you have any suggestions or ideas for the next phase of this update, please go to ciirus.com/roadmap.