What You'll Learn
In this article, you will learn how to configure extinguishers as assets, set up major servicing intervals, and manage the field workflow for inspections, barcode scanning, and recording replacements.
Why manage extinguishers as assets in Uptick?
In fire protection, extinguishers are not just line items on a work order; they are critical building safety assets with specific lifecycles. Managing them as assets allows you to:
Track compliance at the unit level: Know exactly where every extinguisher is and when it was last tested.
Automate major servicing: Use the Base Date to automatically schedule 5-yearly, 6-yearly, and 12-yearly Hydrostatic tests without manual tracking.
Increase field efficiency: Use barcode scanning to instantly pull up service history and reduce data entry errors.
Streamline quoting: Turn field-identified deficiencies or recharge requirements into quotes for the customer.
Step 1: Set up extinguisher asset fields
Before you service extinguishers, ensure your extinguisher assets include these key fields:
Base Date: This is the starting reference for all major servicing and lifecycle calculations. It should be the manufacture date or the date of the last hydrostatic test. For extinguishers, the base date signifies the start of the asset-based servicing period. For example, an extinguisher with a base date of March 2023 will be flagged for a 12-yearly hydrostatic test in March 2035.
Barcode: For scanning in the field to identify the specific unit.
Optional Fields: Many customers also include fields for Serial, Location, Make, Model, and Install Date to help with asset identification and detailed reporting.
Step 2: Configure servicing routines and prompt sets
Uptick uses Prompt Sets and Routine Service Levels to guide technicians and automate scheduling.
Configure Major Servicing:
Go to Control Panel > Routines > Routine Service Level Types.
Create or verify a service level for the Major Service Tests (5-yearly, 6-yearly, and 12-yearly are set up as defaults in Uptick).
Ensure the Major Service is checked as "Asset Based Service".
By default, any new level created will be assigned to all of your extinguisher asset variants. If you want a level to be specific to a variant (e.g 5-yearly Hydro for a Co2) you can control this by excluding levels on the variants that are not applicable.
Step 3: Manage servicing and recording major tests in the field
Technicians use the Uptick mobile app to complete inspections and record major services.
Technicians use the Uptick mobile app to complete inspections and record major services.
Locate the Asset: Technicians can find extinguishers by viewing the asset list or scanning the barcode on the unit. Scanning immediately opens the correct asset record, showing its history and location on a floorplan.
Identify UNCONTRACTED Major Service Needs: Assets due for a hydrostatic test will be flagged as 12Y DUE SOON or 12Y OVERDUE.
Tap the asset and select Add Service.
Record the test result (Pass/Fail) and any relevant notes.
Saving this will automatically update the asset's next due date in the system.
Identify CONTRACTED Major Service Needs: Assets due for a major service (e.g., 12-year hydrostatic testing) will appear under Customer Data > Property > Routines or Customer Data > Routine Services, where you can generate a task for your technicians.
The assets that match the hydrostatic testing frequency will appear under this routine level in the Work tab of the task.
Managing Non-Contracted Servicing
For extinguishers that are not part of a fixed maintenance contract, or for major services (like hydrostatic testing) that you prefer to quote separately, use the Non-Contracted Servicing module. Find this in Tools > Non-contracted Servicing.
Contracted vs. Non-Contracted
Contracted (In-Contract): Part of a recurring agreement. Tasks are automatically generated and appear as grey (ticked) boxes on property routines.
Non-Contracted (Ad-hoc): One-off or reactive work. These appear as white (unticked) boxes on property routines and must be manually quoted and scheduled.
Best Practices & Tips
Importing Assets: We recommend aligning each asset’s Base Date month with the month of its annual routine. For example, if the annual routine is scheduled for July, set the asset’s Base Date to July using the manufacturer date or the last hydrostatic test year (whichever is applicable). This ensures that when you’re on-site for the annual service, you’ll also be notified if a major service is due, eliminating the need to return to the same property for a separate visit. Your Onboarding Manager or our Support Team can help ensure these dates are set correctly during the import process.
Accuracy of Base Date: Always ensure the manufacture date or last Hydrostatic date is entered in the Base Date field. This is the most common reason for incorrect "overdue" flags.
Barcode Scanning: For large sites, encourage technicians to scan every barcode. This ensures they are servicing the correct asset and creates a "digital footprint" of the inspection.
Extinguisher-only Reports: If you want a dedicated extinguisher report, ask our support team to help create a Report Type and set the Applicable Assets filter to only include fire extinguishers.
How to manage extinguisher replacements and recharges
When an extinguisher requires more than just a routine inspection, use the deficiency workflow.
Identify a Deficiency: If an extinguisher fails a test or requires a refill, the technician creates a Deficiency Remark in the app.
Suggest for Quote: If the work cannot be done immediately, the technician selects Suggest for Quote.
Product Catalogue Setup: Ensure your Product Catalogue has a "Fire Extinguisher Recharge" or "Replacement Extinguisher" product set up as a Material type with a clear unit price. This makes it easy for the office to quickly approve and send the quote to the client.