Master Aeros are used to schedule activities that are performed at a specified recurring interval. You can either create a Master Aero from scratch...or pull in an Aero Template ...or use a Library Template...or create it from an existing Aero...or create it from the Actions tab on the Edit Company screen.
Tip: You can see which Master Aeros are 'running out' of occurrences by running the Master Aeros list report from the Manage > Reports screen.
To create a Master Aero 'from scratch,' navigate to Manage > Master Aeros. On the Manage Master Aeros screen, click the blue arrow to the right of Manage Master Aeros, and select Add Master. Fill out the fields on the first screen as follows:
|Category *Required||The Master Aero category (Task, Appointment, Email, Other)|
|Estimated Duration *Required||The estimated time the Master Aero will take.|
|Set Days To Due Date||If there is a window of time to perform this task, specify the number of days in this window here. When you specify the occurrence intervals, the Due Date will be automatically calculated based on the number of days entered here.|
|Type *Required||Choose an Aero Type from the dropdown or start typing to filter for the one you want.|
|Assigned To *Required||The team member the Master Aero is being assigned to.|
|Company||The name of the company the Master Aero is associated with.|
|Contact||The main contact for that Master Aero.|
|Priority||The Master Aero’s priority (Normal, Elevated, Critical). Priority default is Normal.|
|Hat||The type of job ‘hat’ the staff member is wearing for this Master Aero.|
|Project||The project this Master Aero is associated with (choose from the drop down menu, start typing a project name, company name, or project type to find, OR choose Add New).|
|Billable||Check this box if you will be billing by the hour for this Master Aero.|
|Fixed Fee||Check this box if this Master Aero will be billed on a fixed fee basis.|
|Subject *Required||A short title for the Master Aero. This will be displayed on the Aero grids and lists.|
|Description||A more detailed description of the Master Aero can be written here. This will appear in the Comments box when someone is working on the task.|
|Close||Click the Close button to close without saving and return to the Manage Master Aeros screen.|
|Continue||Click the Continue button to save the information and go on to the next screen where you can create steps.|
After you click the Continue button, you will be taken to the Edit Master Aero screen. Scroll down to the bottom of the screen and add steps to be followed (see How to Create a Task to learn how to add steps). Then click the blue Occurrence Options button to edit how often the Aero should repeat.
|Renewal Pattern||How often do you want the Master Aero to repeat (Weekly, Every Weekday, Every Monday Wednesday Friday, Every Tuesday Thursday, Daily, Monthly, Yearly).
|Repeat Every||Do you want the Master Aero to repeat every one month, every two months? If you want an Master Aero to repeat every other week, you would choose Weekly in step one and 2 in this step. Quarterly tasks would be Monthly tasks that repeat every 3 months.|
|Start Date *Required||This is the date of the first occurrence. If you are choosing a monthly occurrence interval, the recurrence pattern will key off of this date. For example, if you pick Monday, Jan. 2 as your start date, and have the 'day of the month' box checked, the occurrences will be scheduled for the 2nd of every month. If you leave the box unchecked, the occurrences will be scheduled for the first Monday of every month.|
|End on Date||This is the date of the final occurrence of the Master Aero|
|Number of Dates||Indicate here if you want the Master Aero to end after a certain number of occurrences. If you entered an End on Date, leave the Number of Dates at 0. *You must pick either an end date or a number of occurrences. If you enter a date in the End on Date field and then enter a number other that 0 in the Number of Dates field, Aero will user the Number of Dates field for the number of occurrences to create.|
|Hide Renewal Pattern||Click this button the hide the occurrence options.|
|Delete All Occurrences||Click this button to remove all occurrences after you have inserted them.|
|Insert Occurrences||Click this button to insert the Aeros into the schedule in the pattern you have selected. Once they have been inserted, they will display in the grid of Aeros.|
Click the blue Aeros link to see all the occurrences that are currently scheduled. If you want to an extra 'one-off' Aero outside of the regular pattern, click in the field on the top of the grid, schedule it, and click Add. When you are done, click the Save and Close button to save and return to the Manage Master Aeros screen.