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Habitia Help

Scheduled services

A scheduled service is a recurring maintenance task — quarterly HVAC, annual termite, monthly pool cleaning, biennial roof inspection. You configure it once, pick a cadence, and Habitia keeps track of when it’s next due. When it comes time, the service can spawn a work order automatically (or just remind you to act).

Where they live

Scheduled services attach to one specific thing:

  • A property (a building-wide annual pest service).
  • A building (multi-building property only).
  • A unit (per-unit quarterly AC filter change).
  • A room (annual chimney sweep for a fireplace room).
  • An asset (semi-annual service on the central AC).

Open the relevant detail page — property, unit, etc. — and click the Services tab.

1. Click Add scheduled service

A modal opens.

Screenshot: Add scheduled service modal

2. Name and describe it

  • Name (required) — what it is. “Quarterly HVAC service”, “Annual termite inspection”, “Monthly pool cleaning”.
  • Description (optional) — what’s done during the service.

3. Pick a cadence

Five presets cover the common cases:

  • Weekly (every 1 week)
  • Monthly (every 1 month)
  • Quarterly (every 3 months)
  • Biannual (every 6 months)
  • Yearly (every 1 year)

Or set a custom interval — any integer count + unit (week / month / year).

4. Next due date

When the service is next due. For an existing recurring service you’re back-filling, set this to the next upcoming occurrence — not the historical first one. Habitia uses this date as the anchor for every future cycle.

5. Pick who handles it

Three assignee options:

  • Vendor — assigned to one of your saved vendors. Pick from the dropdown.
  • Staff — assigned to a team member from your org. Pick from the dropdown.
  • Tenant — assigned to the tenant of the unit (e.g., “change the filter monthly”). Only available when the service targets a unit, room, or asset (so Habitia can find the active lease).

6. Auto-create work order (vendor only)

When the service is assigned to a vendor, the Auto-create work order checkbox shows up. With it on, Habitia creates a work order automatically on the due date — pre-filled with the service name, property/unit/asset, and the assigned vendor.

Leave it off if you’d rather get a reminder and create the work order yourself.

7. Estimated cost (optional)

What you expect each occurrence to cost. Feeds the budget side of the Capex forecast.

8. Save

Click Save. The service appears in the Services section of whatever you attached it to.

How it fires

When the next due date arrives:

  • A Smart alert raises so you see it on the dashboard.
  • If auto-create is on, a work order is created with the linked vendor pre-assigned.
  • After the service is marked complete, Habitia computes the next due date (next due + interval) and the cycle continues.

Editing or removing a service

From the Services tab on the parent, click the pencil icon on any row to edit. Change the cadence, who handles it, the cost estimate — anything. Click the trash icon to remove the service entirely.

Note: Removing a scheduled service doesn’t delete past work orders it created. Those stay attached to their property/unit/asset.

Common services to set up

  • Quarterly HVAC service — at the property or per-unit AC asset.
  • Annual termite inspection — property-level for the whole building.
  • Biannual roof inspection — property-level.
  • Monthly pool / landscape — property-level, often assigned to a vendor with auto-create on.
  • Quarterly smoke / CO detector test — per-unit, often assigned to the tenant.
  • Annual lease renewal review — assigned to staff, pre-renewal admin.

What’s next