Find the template that you want to use and click the Add Master Aero button on the below the summary. Note that depending on whether or not you subscribe to premium content, you may not be able to use all of the Library Templates.
-OR- from the Actions tab on the Edit Company screen, select a Library Template from the drop-down and click the Add Master Aero button
Enter some information about the Master Aero
Information may be pre-filled, depending on what was set up in the template, but you can edit any of it.
Choose a Category. It defaults to Task, but you can create a recurring appointment too.
Choose or enter the Estimated Duration. Choose a time by clicking on the clock icon, or enter one by typing. Make sure you enter time in the hh:mm format.
(optional) Enter a number in the Days to Due Date. If there is a window of time to perform this task, the Due Date will be automatically calculated based on the number of days entered here and the Start Date that is scheduled below.
Choose an Aero Type from the drop-down or start typing to filter for the one you want.
The Assigned To drop-down is the person who will be performing the work.
Choose a customer or other company from the Company drop-down.
If desired, choose a Contact from the drop-down.
Leave the Priority at Normal or change it to Elevated or Critical.
If you are using Hats, you can choose a Hat from the drop-down.
If desired, you can add the Master Aero to a Project by choosing it from the drop-down menu.
Check the Billable box if you will be billed by the hour for this Master Aero.
Check the Fixed Fee box if this Master Aero is part of a fixed fee engagement.
The Subject is a short description of what the task or appointment is. This will be displayed on the Aero grids and reports.
You can add more information or comments in the Description box. They will appear in the Comments box when people are working on the task.
Click the Close button to close without saving and return to the Manage Master Aeros screen.
Click the Continue button to save the information and go on to the next screen where you can create steps and schedule recurrence pattern for the Master Aero.
You cannot edit steps when you are creating a Master Aero using a Library template, so you can proceed straight to scheduling it.
Schedule the Master Aero
Click the blue Occurrence Options button to edit how often the Aero should repeat.
Choose your 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)?
If you choose Weekly, you can choose which day or days of the week you want the Aero to repeat on.
If you choose Monthly, you will be asked to check if you want the Aero to repeat on a certain day of the month (ie, the 19th of every month). If you leave it unchecked, the Master Aero will repeat on the same day of the week each month (ie, the second Tuesday of each month.
Do you want the Master Aero to Repeat Every one month, every two months? If you want a 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.
The 1st Occurrence is the first time the task or appointment will appear on someone's list. If you chose a monthly Renewal Patter, 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.
You can see which Master Aeros are 'running out' of occurrences by running the Master Aeros list report from the Manage > Reports screen.Enter a date into the Repeat Until field OR enter a number in the Ends After field. You must enter something in one of these fields.
Important: when you're done choosing your occurrence options, click the Insert Occurrences button.
When the occurrences have been created, the Aeros tab will refresh and display all of the future occurrences.
The final step is to click the Save and Close button.