What you'll learn: How to set up and use the Contractor Signoffs module to streamline annual compliance management by collecting documentation from contractors who maintain Essential Safety Measures (ESMs) on your properties.
Overview
The Contractor Signoffs module helps you manage annual compliance by requesting and gathering documentation from contractors who maintain ESMs on your properties. This eliminates back-and-forth emails and keeps all compliance information centralized in Uptick.
Before you begin: Contact Uptick Support to enable the Signoffs and ESM module for your account.
Setup
Step 1: Configure Permissions
Set up the appropriate permissions for your team:
For Office Staff:
Can administer and bulk-issue signoffs– Issue signoffs to contractors in bulk
Can process and issue individual signoffs– Approve or reject contractor submissions and send individual signoff requests
For Contractors:
Can Upload DocumentsCan Delete Uploaded Documents
Where to set this: Control Panel > Security Groups
Step 2: Create Contractor Accounts
Contractors need an account to access and complete signoff requests.
Go to People > Contractors
View the contractor's profile
Click Send Invitation
The contractor will receive an email to set up their account
Step 3: Add Certification Due Dates
Properties must have a certification due date to be included in the signoff process.
Go to Customer Data > Properties
Open a property
Add the date in the Certification Date field
Repeat for all properties requiring annual certification
Tip: Use the importer to add certification dates in bulk.
Step 4: Set Up Essential Safety Measures (ESMs)
ESMs must be configured and assigned to contractors so the system knows who to send signoff requests to.
Create ESMs in your system (or use ESM Presets)
Go to a property and open the ESMs tab
Add ESMs individually or via preset
Important: Assign the contractor who maintains each ESM in the Contractor field
Tip: You can create ESMs in bulk using the importer.
✅ You're all set! The system now knows which properties need annual certification, when it's due, and which contractors service each ESM.
For Office Staff: Managing Signoffs
Issue Signoff Requests in Bulk
Send signoff requests to all contractors for properties with upcoming certification due dates.
Go to Tools > Signoffs
Click Bulk Issue Signoffs
Select the certification month
Click Issue Signoffs
Each contractor will receive one email listing all properties requiring their attention.
Note: The Certification Year helps the system assign the correct certification period (e.g., "Signoff for certification period: 2020-12-08 to 2021-12-08").
Customize the email: Control Panel > Email Templates > Edit "Signoff Request" email
Send Reminders to Contractors
Go to Tools > Signoffs
Filter for the signoff requests you want to remind contractors about
Select the requests
Use the bulk action to Send reminder email
Customize the reminder: Control Panel > Email Templates > Edit "Signoff Reminder" email
Process Submitted Signoffs
Review and approve signoffs submitted by contractors.
Go to Tools > Signoffs
Click Process Submitted Signoffs
Review the submission
Accept or Reissue the signoff
When you accept a signoff, the system automatically updates your ESMs with:
Last service result (pass/fail)
Service date
Signoff submission date
If a signoff expires: Reissue it to keep it open for another 7 days. Note that reissuing does not send an email—send a reminder separately if needed.
Signoff Statuses
Status | Description |
Pending | Sent to contractor, awaiting response |
Submitted | Contractor has submitted, awaiting your review |
Accepted | You've approved the submission |
Expired | Contractor didn't submit before the certification date |
Disclaimed | Contractor indicated they no longer service this property |
Trashed | You've deleted the signoff |
For Contractors: Completing Signoffs
Access Your Signoffs
You'll receive an email when a signoff request is issued
Log in to your Contractor Portal
Navigate to Signoffs in the left menu
You'll see a list of all properties requiring your confirmation of service.
Complete a Signoff
For each property, provide the following information for each ESM:
Compliance Result: Pass or Fail
Last Service/Assessment Date: When you last serviced the ESM
Responsible Person: The technician who performed the work
Notes: Any additional information (required if the result is Non-Compliant)
Supporting Documentation: Upload relevant reports or certificates
Submit your signoff before the certification due date.
Disclaim a Property
If you didn't maintain a property during the certification period:
Open the signoff
Check Disclaim this property
Provide a reason
Click Submit
Send a Message
Need to discuss something with the company that engaged you?
Open the signoff
Type your message in the Discuss section at the bottom
Click Send
You'll receive email notifications when they respond.
Important Notes for Contractors
You cannot edit a signoff once it's submitted or expired unless the company reissues it
Submit signoffs before the due date to avoid delays
If you're not the primary APFS, you can set a "Responsible Person" for each ESM (required for AFSS compliance in NSW, Australia)
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Need help? Contact Uptick Support via the chat icon in your workspace.