New Task Experience: Uptick's task page has been redesigned with a new layout to help your team work faster and close tasks more efficiently. You can switch to the new view using the "New Task Experience" toggle in the top right of the task page.
The toggle will remain available until the 17th of August. From this date, the old view will no longer be available.
Routine tasks splitting
Why are my tasks splitting up?
What are the reasons for tasks being split? What could be causing the inconsistent task generation? Why are my tasks combining?
There can be multiple reasons why I&T tasks are split up at generation, which are covered below:
Service Groups:
Routines will be split into separate tasks based on their service group.
For example, if a routine like Fire Sprinkler System must be completed by a sprinkler fitter, assign it to Servicing - Sprinkler service group. When multiple routines, such as Sprinkler, Extinguishers, and Hose Reels, are generated for the same property, each is grouped by service group (e.g. Servicing - Sprinkler, Portable Equipment), ensuring they’re assigned to the right field users.
Billing Contracts:
Routines with the same service group will be on the same I&T task, unless they or their individual service levels aren't all linked to the same billing contract. Each service level of a routine must be added to the contract separately — if one level (e.g. 6 monthly) is included but another (e.g. monthly) is not, those levels will generate as separate tasks even when due at the same time.
For example, if Extinguishers, Blankets, and Hose Reels routines are assigned to the Portable Equipment service group, but Extinguishers is on a Fixed billing contract, Blankets - Do & Charge, and Hose Reels is not linked to any contract, three separate I&T tasks will be created for accurate invoicing. Similarly, if Emergency and Exit Lighting has its 6 monthly level on the contract but its monthly level is not included, those two levels will split into separate tasks when generated at the same time.
Generating routines at different times:
Even if the routines belong to the same Service Group and the same billing contract, they will be split into separate I&T tasks if generated at different times.
Subcontracted Works:
If a routine or level is assigned to a subcontractor, it will generate as a separate task, be assigned to the contractor, and include the contractor’s name in the task title.
Creating tasks
How to create a callout task for an asset?
View the asset and click + Raise callout task to open the task creation modal with the asset pre-selected. A product must be selected so field users can view the asset on the app, as visibility is limited to assets linked to routine servicing or a product.
How to create an ad-hoc task for a property which we don't normally service?
Callout tasks can only be created if both the client and the property already exist in the workspace.
Can I search by client name when creating a task?
Yes — when creating a task, you can search by Client name. Enter the client's name in the Client field and the Property list will automatically filter to show only properties associated with that client, making it easier to find the right one. Alternatively, navigate to the Property, then open the Tasks page, you can create a task there which will automatically select Property/Client to avoid any mistakes.
Can I schedule an appointment while creating a task?
Yes — in the task creation window, click Create & Schedule Appointment instead of Create, and the scheduling pop-up opens automatically. Learn more here.
Why are there multiple I&T tasks for the same property?
There can be multiple reasons why I&T tasks for the same property are split up upon generation:
If routine services or levels have different Service Groups, they will be on separate tasks for scheduling and assignment.
If the routine services or levels have the Subcontractor field selected, they will be on a separate task, automatically assigned to the contractor.
If the routines are generated at different times, they will be placed on separate tasks, as grouping only occurs at the time of generation.
Will a document added to a task also appear on the property?
To avoid cluttering the property page, documents added to tasks remain attached only to the task. If a task-specific document is important for ongoing reference, it should also be added manually to the property’s documents.
Managing new tasks
Can I move a task from one client to another?
In Uptick, changes to the client assigned to a property do not automatically cascade to existing tasks by default. However, Uptick provides an option to update all active tasks during the client update process:
When updating the client assigned to a property, you will see an option to apply this change to any active tasks associated with that property. By selecting ("ticking") this option, the client update will automatically apply to all in-progress tasks, saving users from having to manually update each task.
Can tasks be deleted?
Task deletion is permanent and should be used ONLY for new, created by mistake, or duplicate tasks. It is recommended to restrict the number of users with the permission Can delete tasks. To delete a task in Uptick:
Open the task you want to delete.
Click the Update button (pencil icon).
Scroll to the bottom of the task form.
Click the Delete button located at the bottom-left corner.
Handling Dependencies: Tasks with dependencies, such as stock transactions and invoices, cannot be deleted; archive it to preserve records.
How to archive the task?
Open the task, then click Archive in the Process section.
Add a note to the Timeline explaining the reason for archiving the task.
Why the scope of works are not updating when more routines are added to the task
The scope of works on a task is generated at a point in time. If routines are added to the task after initial creation, the scope will not automatically update
How to flag the task as high priority?
The Priority field (High, Normal, or Low) can be set:
When creating a callout task.
When viewing the existing task and clicking Update on the Assignment tile.
In bulk: On the Tasks page, select the tasks and click Edit [X] Tasks, then complete the Priority field and click Apply changes.
The Work tab
If assets are added or removed from the property after an I&T task is generated, how can the task be updated to reflect these changes?
Use the Re-apply sub-tasks button on the task. It appears when changes are made to property assets linked to routines after the task was created.
Clicking the button opens a pop-up showing which service tasks will be added or removed. Click Confirm to apply the updates.
Why is an asset not being pulled from the property onto the I&T task?
An asset may be missing from the I&T task if:
1. It was added after the task was generated: use Re-apply sub-tasks on the Work tab to update the service tasks.
2. The asset type of the asset doesn't have this routine service level type selected in the Applicable routines field.
Why is an asset listed more than once on the Work tab?
If an asset is linked to multiple routine services or levels on a single task, a separate service task is created for each routine and level, resulting in the asset appearing multiple times.
How to remove the routines on the work tab of the task?
Click the trash bin icon next to the Routine, which is only available when no asset maintenance service tasks have been performed against it.
Deleting Service Tasks and Line Items: To delete service tasks or line items:
Open the task and locate the specific service task or line item.
Click the Service button on the right-hand side.
In the pop-up that appears, click the Delete button at the bottom-left corner. For bulk actions, use the Work tab’s integrated contextual actions to select and delete multiple service tasks..