This guide covers two specialized workflows: applying unscheduled routines to tasks and managing re-attendance when assets cannot be accessed during the initial visit.
When to Use This Guide
Unscheduled routines: When you need to add ad-hoc routine servicing to an existing task
Re-attendance: When assets couldn't be accessed during the initial visit and need to be quoted and rescheduled
How to apply an unscheduled routine to a task
The task must have a due date set to add routines.
Open your task and navigate to the Work tab.
Click + Add Activity, then select Routine Servicing.
Tick the checkbox next to the unscheduled routines.
Click Update Routines.
In the Asset Maintenance section, click Re-apply sub-tasks.
Review the confirmation screen showing which service tasks will be added.
Click Confirm.
The routine servicing is now added to your task with all applicable assets to be serviced.
How to manage re-attendance for inaccessible assets
The recommended workflow consists of 3 stages:
Stage 1: Add remarks to assets in the app
No test result is charged the same way as Pass or Fail if using Do&Charge billing contracts, thus avoid setting any result on the app to avoid the charge for those assets
For each asset that couldn't be accessed, select No Test status or leave it unserviced and add a remark explaining why (e.g., "No access - locked room").
Stage 2: Create a Defect Quote
Create a Defect Quote
In the Quote builder, add labour rate to each of the Inaccessible remark.
Send the quote to the client for approval
Stage 3: Create and Configure the Re-Attendance Task
Once the quote is approved:
Create a task from the approved quote
Click Edit in the top right corner of the Task page, then set the Due date and click Save
Navigate to the Work tab, click + Add Activity and select Routine Servicing.
Select the appropriate unscheduled routine and click Update Routines.
Select all Asset repair activities, then click Edit items via Bulk actions.
Select the unscheduled routine from the Convert to Routine Maintenance dropdown and click Apply changes.
Do not click Re-apply sub-tasks as it will pull all of the assets from the property applicable to this routine, not just the ones needing a revisit