Set Up Recurring Service Tickets

Overview

Recurring service tickets automate repetitive maintenance and operational work. Instead of manually creating the same ticket every week or month, URBI Kore generates them automatically on your schedule.

Two Recurrence Modes

URBI offers two ways to set up recurrence:

• On Schedule: Tickets are created on a fixed calendar schedule (e.g., every Monday, the 1st of each month, or every 90 days)

• After Completion: The next ticket is created only after the previous one is marked complete (e.g., 14 days after the last ticket is finished)

Setting Up Recurring on Schedule

Step 1: Open the Ticket

Create a new ticket or open an existing one. In the detail drawer, scroll down to the Recurring section in the sidebar.

Step 2: Select "On Schedule"

Choose On Schedule from the recurrence type dropdown.

Step 3: Choose a Frequency

• Daily: Repeats every N days

• Weekly: Repeats every N weeks on selected days. Toggle the day buttons (S, M, T, W, T, F, S) to choose which days of the week.

• Monthly: Repeats every N months on a specific day of the month (1 through 31)

• Yearly: Repeats every N years on a specific month and day

• Custom: Full control over interval value and unit (days, weeks, months, or years)

Step 4: Set the Interval

Enter how often the ticket should repeat. For example, "every 2 weeks" or "every 3 months."

Step 5: Choose an End Condition

• Never: Continues repeating indefinitely

• After N occurrences: Stops after a set number of tickets (1 to 365)

• On date: Stops on a specific calendar date

Step 6: Save

Click Save Recurrence. A recurring icon will appear on the ticket to indicate it is part of a recurring schedule.

Setting Up After Completion

Step 1: Select "After Completion"

In the recurrence section, choose After Completion.

Step 2: Set the Duration

Enter how long after completion the next ticket should be created. For example, "create next ticket 14 days after completion."

Step 3: Choose an End Condition

Select either Never (continue indefinitely) or On date (stop on a specific date).

Step 4: Save

Click Save Recurrence.

How Recurring Tickets Appear

Upcoming recurring tickets appear as "ghost" entries in your calendar and list views before they are formally created in the system. Once the scheduled date arrives, the ticket is automatically generated with the same title, description, assignee, and other details from the original.

Stopping a Recurrence

Open the ticket detail drawer, go to the Recurring section, and click Stop Recurrence. No further tickets will be generated.

Common Use Cases

• Weekly cleaning inspections: On Schedule, weekly on Monday

• Monthly HVAC filter changes: On Schedule, monthly on the 1st

• Quarterly fire extinguisher checks: On Schedule, every 3 months

• Pest control after each visit: After Completion, 30 days after the last ticket is closed

• Annual elevator certification: On Schedule, yearly

What gets recorded when you finish one

When you mark a repeating ticket finished, the history line and the alerts that go out are recorded under you, the person who actually finished it. They cannot be recorded under somebody else.

If your administrator has switched off your ability to create tickets, finishing a repeating one will not create the next occurrence either. You will see a short explanation rather than a silent failure, and nothing is half-created: no ticket, no history line and no alerts. Ask an administrator if you need that permission changed.