PortaPottyBossPro Blog — Weekly Service Scheduling

Adding a New Site to Weekly Porta Potty Service: The First-Week Checklist

The First Week Sets the Tone

Billing, covered in Billing Weekly Porta Potty Service: Monthly Statements That Match the Visits, is the last step of a visit. Setting up the site properly is the first. A new site that starts well usually stays a good customer. A site that starts with a missed visit, a driver who cannot find the units, or a wrong bill starts the relationship with doubt. A short checklist makes every new site start the same way.

Step One: The Customer and the Site

If the customer is new, add them as a client. If they already have other sites, add the new site to their account. Each client can have many job sites, and each site has its own address, contacts, notes and service. Tag the client by type, such as Contractor, Events or Homeowner.

Check the address carefully. Construction sites often lack a street number, so add a nearby address or cross streets and use the placement notes to guide the driver.

Step Two: Units and Placement

Add the units on the job: type, quantity and unit numbers. Standard, Deluxe Flushing, ADA Accessible, High-Rise or Crane units, Hand Wash Stations and Restroom Trailers are all unit types. Write placement notes that a stranger could follow. After delivery, have the driver confirm or correct the placement.

Step Three: Access

Ask for and record:

• Gate code or lock box combination.
• Which entrance to use.
• Site hours and days the site is locked.
• Anyone the driver should check in with.
• Where the truck can park.

These go on the job's access notes and show on the driver's phone at every visit. Service Notes and Site Access: Gate Codes, Lock Boxes and Where the Units Sit covers what makes good access notes.

Step Four: Service and Frequency

Add the recurring service with its price and minimum days between visits. Weekly is seven days. Twice weekly is three or four. Ask the customer how many people will use the units and for how long, and size the service to match. If you expect the site to get busier, say so now and agree how you will handle it.

Step Five: Fit It Into the Week

Decide which day and truck the site belongs to. If it is in an area you already cover on Tuesday, make Tuesday its service day. Time the first service so the site lines up with that day going forward. After the first completed visit, it comes due on its own every seven days. Assigning Weekly Service Days to Trucks: Building a Service Week That Repeats covers building a service week by zone.

Step Six: Contacts and Alerts

Add site contacts with phone numbers and emails. Tell the customer about the customer app and the alerts they can choose: night before, when they are next, and when the tech arrives. Turn on the arrival text at minimum. Customers who get an arrival text on the first visit trust the service from day one.

Step Seven: Billing

Set the billing method. Homeowners and small accounts often use a card on file with auto-charge. Contractors with several sites usually prefer Monthly billing, with one statement covering every site. Make sure sales tax is right for the site's location.

Step Eight: Watch the First Visits

After the first two or three visits, check the photos and any driver notes. Was the tank full? Did paper run out? Was access easy? Adjust frequency, units or notes before small issues become complaints.

Sign-Ups From Your Website

Many new sites start as a request on your website. PortaPottyBossPro includes a website request form and a sign-up form that captures a card, and both flow into Form Responses in the office. One click converts a sign-up into a client, so the customer's name, contact details and card are already in place when you add the site. That saves retyping and cuts the chance of a wrong phone number on the arrival text.

If you quote larger jobs, an estimate built from your service list can be approved by the customer online, and the approved estimate becomes scheduled services. Either way, the checklist above still applies to the site itself.

A Site That Runs Itself

Once a site is set up properly, it needs almost no attention. It comes due on the Waiting List, goes on a truck, gets serviced, and bills itself. To see the full setup in action, visit PortaPottyBossPro portable toilet service scheduling software.