Click the Try the new routines experience toggle in the top left corner of the Routines schedule (Property -> Routines) to enabled the New experience. The functionality outlined in this article is only available with the toggle turned on. View Add routine to a property article for step-by-step instructions on managing routines on the property with toggle turned off.
Setup
You will need the following permissions in your security group:
Can view property list page
Can view property
Can create and update properties
Can bulk-generate routine maintenance tasks
To import routine services from a CSV file, you will also need Use the bulk-importer.
Click here to learn about permissions and security groups.
Understanding the Routines grid
Routine services are listed down the left, with the months of the selected year across the top. Use the year arrows to move between years. Routines are grouped by service group, and each group heading shows its default technician and total estimated on‑site hours.
Icons next to a routine
Icons next to a routine name show how it is set up — hover any icon for the detail:
A calendar icon means the routine has a recurring appointment; the tooltip lists each level's schedule.
A person icon means a level is subcontracted, and names the subcontractor.
A tag (such as Routine A) means the routine only applies to assets with that asset tag.
Tasks/Month
Expand Tasks / month to see the tasks forecast or generated for each month:
Greyed tile is a forecast task — click it to generate the task.
White tile is a task that has already been generated — click it to open that task.
The Est. on-site hours / month row totals the estimated duration for each month.
Billing contracts
Each tile corresponds to a billing contract.
The tile spans the months covered by the contract, displaying its name and date range. If no end date is set, or the end date falls outside the current year, the tile extends to the end of the year.
If any routines are not covered by a billing contract, a final yellow Not covered by a billing contract tile will appear.
Hover over a contract tile to highlight the routines it covers; hover Not covered by a billing contract to highlight routines that aren't on any contract.
How to add routine services
1. On the Routines tab, click + Add routine services.
2. Set the Start date (the first month tasks should be generated from) and the Last annual date (the date of the last annual test, from which the schedule of maintenance is generated). Optionally set an End date and a Subcontractor to apply to every routine you add.
3. Find the routine types you need using Search routine types or the standards filter. Routine types that have applicable assets on the property are selected automatically, with their default levels enabled.
4. Tick or untick routine types, and click the level chips to turn individual levels on or off — a blue chip with a tick is enabled; a grey chip with a + is not.
5. Click Add X routine services.
Import routine services from a CSV file
To create many routine services at once, complete the Routine Services import template and run it through the importer. For the template, field list and steps, see Uptick CSV Data Importer.
How to edit a routine or a level
Click a routine service in the first column to open its editor. The left panel lists the Routine service and each of its Levels; the right panel shows the details for whatever you select.
Edit the routine
With Routine service selected, you can set:
Start date — the first month tasks are generated from.
Last annual date (expand Set last annual date section) — the date of the last annual test the schedule is generated from.
Service group — the service group the routine belongs to.
End date (expand Set end date section) — the routine is deactivated on this date.
Generate as (expand Set generate as section) — choose Task or Visual reminder only.
Subcontract routine — turn on to have an external contractor carry out the routine, and choose the Subcontractor.
Partial servicing — turn on to apply the routine only to assets with a chosen asset tag (used for things like 20% detector testing), then choose the tag under Apply only to assets tagged with.
Turn a routine or level on or off
Use the Enabled toggle at the top of the panel to turn a whole routine on or off, and each level's toggle to turn that level on or off.
Edit a level
Select a level in the left panel to set:
Estimated duration — the on‑site time for the level.
Asset based maintenance — calculate work from each asset's base date instead of the shared annual date (this can create multiple tasks when base dates differ).
Subcontract level — subcontract just this level, and set the Subcontractor and Authorisation limit (ex tax).
Additional service requirements — set the Technicians required, Required accreditations, a level‑specific Service group (changing it creates an additional task for this level), and free‑text Service requirements shown to the scheduler and technician. These apply to this property only.
Recurring appointment — forecast when the level is scheduled (see How to set up recurring appointments below).
Remember to click Save changes after making the edits.
How to assign technicians and contractors
Set a default technician
A default technician is assigned automatically to the routine tasks generated for a service group.
1. On the grid, click the technician name (or No default tech) in a service group heading.
2. Choose a Technician and click Save.
To change the technician, click the name again; to clear it, click Remove default.
Subcontract a routine or level
Open the routine editor and turn on Subcontract routine to subcontract the whole routine, or select a level and turn on Subcontract level to subcontract just that level. Choose the Subcontractor and, for a level, set an Authorisation limit (ex tax).
Assign in bulk
To assign default technicians across many properties, or to set contractors on many routine services at once, use the default technician allocator and the bulk tools on Customer Data > Routine Servicing. For the full steps, see Assign field users or contractors to routine maintenance.
How to set estimated durations
Estimated durations drive the on‑site hours shown on the grid and the time booked when scheduling.
To set them for a whole service group, click the hours shown in the service group heading, adjust the duration for each level of each routine in the group, then click Save.
To set the duration for a single level, edit the level.
How to set up recurring appointments
Recurring appointments forecast when each level's work will be scheduled. They apply to future appointments that are not yet linked to a task.
1. Click the routine service in the first column and select the level.
2. Turn on Recurring appointment.
3. Set the Format (for example, by weekday), On the (for example, Second), Weekday and Start time.
4. Click Save changes.
How to generate Inspection & Testing (I&T) tasks
You can generate routine tasks individually from a property, or in bulk across many properties.
Generate I&T tasks once a month so eligible routines are grouped into a single task, your task list stays manageable, and each task includes the latest property, routine and asset details.
From the property Routines page
1. Expand Tasks / month at the bottom of the grid.
2. Click a forecast (greyed) task tile for the month you want.
3. In Generate tasks pop-up window, choose the task and the levels under Pick a task to generate.
4. Choose a technician to assign the task to, or click on the timeline next to the technician to allocate an appointment — use the day tabs, map and filters (branch, service group, zone, accreditation and name) to find the right technician.
5. Click Generate.
6.Use View task or View on scheduler to open the new task.
In bulk from Routine Servicing
To generate across many properties at once, go to Customer Data > Routine Servicing (or click Generate Tasks in the Programmed Maintenance dropdown on the Tasks page), filter the routine services, and generate. For the full steps, see Create an Inspection & Testing (I&T) task.
FAQs
Where has "Manage routine services" gone?
Editing is now inline — click a routine service in the first column to open its editor and change the routine or its levels. To add routines, click + Add routine services.
How do I generate a task from a single property?
Expand Tasks / month, click the forecast (greyed) tile for the month, then follow the Generate tasks steps above.
How do I deactivate or remove a routine or level?
Open the routine editor and turn off the Enabled toggle to deactivate the whole routine, or turn off a level's toggle to deactivate just that level. To have a routine deactivate automatically on a date, set an End date.
Can I use different annual dates and service groups for different routines?
Yes. Each routine service has its own Start date, Last annual date and Service group. A level can also use a different service group under Additional service requirements, which creates an additional task for that level when tasks are generated.
How do I limit a routine to certain assets?
Open the routine editor, turn on Partial servicing, and choose the asset tag under Apply only to assets tagged with. The routine then applies only to assets with that tag.
Can I still manage routine services in bulk?
Yes. Go to Customer Data > Routine Servicing to edit routine services and levels in bulk. See Manage routine services and levels in bulk.
How do I switch back to the old Routines page?
Click Go back to the old routines view at the top left of the Routines tab.