Setting up recurrence
When creating a work order, you can set it to repeat — Daily, Weekly, Monthly, or Yearly — with a defined total number of occurrences (up to 99). This generates a recurrence rule that defines the full schedule of dates.
The full lifecycle of a recurring series
Step 1 — Original is Issued
When the original work order is issued (moved from Draft to Issued), the system immediately:
Calculates the next occurrence date from the schedule
Creates the next occurrence as a Draft work order (with its own unique reference number)
Schedules a background job to automatically issue that draft 1 week before the job date
Schedules a reminder email to contractors 1 day before the job date
Step 2 — Current occurrence is Completed
When you mark a recurring work order as Complete, the system:
Sets the current work order to Completed status
Removes any scheduled jobs (issue reminders) for this work order
Automatically calls the next recurring which:
Checks if the next occurrence already exists (it was pre-created in Step 1)
If it exists, nothing additional is created — it just waits for the scheduled job to issue it
If it doesn't exist (edge case), it creates it
Step 3 — Next occurrence auto-issues
When the scheduled date arrives (1 week before the job date), the background job fires and:
Changes the draft work order to Issued status
Sends the issue email to the contractor
Pre-creates the following occurrence as a draft
Schedules jobs for that next occurrence
This pattern repeats until all occurrences in the series have been created.
How cancellation works
In the "Cancel work order" menu, you have two options:
This work order — Cancels only this specific occurrence. The system then calls the next recurring work order to keep the series going by creating the next one.
This and all following work orders — Cancels this occurrence AND finds all future occurrences and cancels them too. The series stops entirely.
Important key behaviours
Each occurrence is a separate work order with its own ID, reference number, and status. They are linked together through the original work order.
The next occurrence is pre-created as soon as the current one is issued — so there is always one draft waiting in the wings.
The system auto-issues the next occurrence 1 week before the scheduled job date. This gives time for review before the contractor is notified.
Completing an occurrence triggers the next one. The series keeps going until all scheduled occurrences have been completed.
If you complete the last occurrence, the system detects there are no more dates in the schedule and stops — no additional work orders are created.