Turn new service contracts into a full schedule of visits

The customer has signed up. Now your team needs to make sure the service they bought actually happens.

That means finding the right customer and site, checking the cover level and creating every visit for the agreed term. An annual service needs one schedule. A plan with more frequent visits needs another.

It is straightforward work, but it competes with today’s callouts, tomorrow’s diary and the phone that keeps ringing.

Meanwhile, the customer is waiting to hear what happens next. If the visits have not been created, your planners have nothing to work from.

Build Concierge connects the sign-up to the work your business has promised to deliver. Each new contract can move into service setup without waiting for someone to build its visit schedule by hand.

1. The agreed GoCardless event starts the workflow. This can be the Direct Debit mandate sign-up or payment event configured for your process.
2. The customer and site are matched. Build Concierge finds the relevant records in your job management system.
3. The cover level determines the visits. Your contract tiers are mapped to the frequency and service visits they include.
4. The recurring visits are created. The schedule is raised against the right site for the agreed term.
5. The customer receives a welcome email. It confirms what their service contract includes.

Suppose a customer signs up for a plan that includes quarterly visits over a year. Once the configured event arrives, Build Concierge matches the site and creates the four visits that plan requires.

The customer receives their welcome email, and your team has the visit records ready for planning.

The example is illustrative. The number and timing of visits follow your own contract definitions.

• New contracts become visible work.

Your team can see the visits the business has committed to deliver, with less manual setup between the sale and service planning.

• Each customer gets the schedule their plan includes.

Mapping visits to the cover level helps your team apply the same service promise consistently.

• The relationship starts with a clear welcome.

The customer receives confirmation of what they have bought and what their contract includes.

• Contract growth creates less repetitive admin.

Each additional sign-up can follow the agreed process, giving your office more time to support customers and manage the service itself.

You need:

• GoCardless configured for the contracts you sell.
• A connected job management system that supports the workflow.
• Clear cover levels, visit frequencies and contract terms.
• Customer and site information that can be matched reliably.
• Agreed welcome email content.

Your cover levels are the starting point. We translate what each plan includes into the visits your system needs to create.

Choose one contract tier to begin with.

1. Map the plan. We agree which visits it includes, how often they occur and how far ahead they should be raised.
2. Connect the sign-up to the right records. We establish the GoCardless trigger, the customer and site matching, and the welcome message.
3. Test the complete process. You check a sample sign-up, its visit schedule and the email before the workflow runs live.

We also agree how your existing cancellation and amendment processes will handle visits that have already been created.