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.
On the Details panel, click Edit.
In the Update Task form, click Delete Task 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 next to Dispatch button.
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 but you can edit by clicking on the Scope of Works in the Notes section of the task.
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, by clicking Edit on the Due banner (right-hand column) and setting the Priority.
In bulk: On the Tasks page, select the tasks and click Edit [X] Tasks, then complete the Priority field and click Apply changes.
How do I set accreditation requirements on a task?
Open the expanded Schedule card and click the pencil icon next to Access Information. Then select the Required accreditation types from the dropdown and choose whether every technician needs these accreditations or if just one accredited technician on the task is required by ticking the Every technician needs these accreditations checkbox accordingly.
Remember to click Save when edits are finalised.
What are the three columns on the task page, and what does each show?
Left column — Task details: the task description, links to any defect or sales quotes, task tags, the property and client (name, address, primary contact), authorisation details, billing card, service groups, cost centre and branch. It also holds any task-level custom fields, and the responsible persons — Salesperson, Office assignee and Round.
Center column — What needs to happen next: alerts flagging anything untoward onsite, the What's next card showing whether invoicing, defect quotes and reports are outstanding, the Scope of Works, and inline-editable notes. It also lists the forms, purchase orders, logbooks and dispatches created on the task.
Right column: the Due date and SLAs, the Schedule / Timesheets tabs, task profitability, the Timeline (event log) and Task Relationships (parent/child).
How do I review property and client information without leaving the task?
Hover over the property or client name on the task to open a pop-out. Clicking the name instead opens that record's full page.
Property pop-out: front image or map pin, status, name and address, annual routine revenue, overdue invoices (inc. tax), quick links into the property's assets, ESMs, routines, billing contracts, defect quotes, active remarks and active tasks, the next upcoming appointment on the property, the account manager, tags, certification date and client ref, and active property contacts.
Client pop-out: a link to the client's edit page, client name and client group, whether the client has portal access, the account manager, tags and notes, and the client's primary, billing, quoting and reporting contacts (and CCs).
Why does the Schedule tab open by default on some tasks?
The right-hand column of the task page shows either a Schedule or a Timesheets tab depending on the task's stage. The Schedule tab opens by default when the task has upcoming appointments, or when no timesheets have been recorded yet — typically before the site visit, and on subcontracted tasks. From the Schedule card you can add or edit assigned technicians, contractors and appointments, and edit Accreditations and access details (Access Schedule, Access Procedure, Access Code, Access Window and Access Note).
How do I schedule a task across multiple days?
You can tick Split appointment when creating the appointment for the task which will split a multi-day job into one appointment per day.
Can I record my technicians' state licence numbers in Uptick?
Yes! Uptick has a dedicated Accreditations module built exactly for this. You can use it to store and manage licence numbers and other accreditation details for your field staff. Learn more in How to manage Accreditations.
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 in the Asset Maintenance section of the Work tab. 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 in the Asset Maintenance section of 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. You can select Group by Routines in the Grouping dropdown next to Download button to see the list of activities organised by the routine level.
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.
How to delete the service task/activity/line item from the work tab?
Open the Work tab of the task and locate the specific service task/activity/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.