Routines use the annual date to automatically calculate all future service dates. The Routines tab on the property shows one year at a time; use the year arrows to move between years.

Annual Dates serve as the routine’s anniversary and dictate when servicing is scheduled. For example, an Annual Date set on January 1st ensures services occur yearly on or around this date. Ensuring the Annual Date is accurate is key to avoiding scheduling conflicts.

The Annual date represents the last annual service and acts as the reference for calculating all other routine intervals. The start date must be the same or later to ensure the rest of the levels align correctly. For example, if the next annual is due in Feb 2025, set the Annual date to Feb 2024 so that the annual servicing is due at the correct time.

The Start Date is the key factor controlling when routines show up on the Uptick calendar. If the Start Date is set later than the Annual Date, routines will not display until this later date. Adjusting the Start Date earlier can resolve visibility issues that may arise when viewing calendar schedules.

If the annual date is set to the 1st of the month, the task due date moves to the end of that month to prevent overdue warnings. If a different date is used, the task will be due on that date.

When routines have different service groups, are linked to different billing contracts, are generated at different times, or are subcontracted, they’ll be split into separate I&T tasks. To learn more, review Routine tasks splitting.

If a contractor is selected for the routine or level on a property, tasks are automatically split during generation. All contracted servicing is placed on a separate task, which is automatically assigned to the contractor.

No, unless included in the Fixed or Do&Charge contract. The Non-Contracted Servicing/Major Servicing dashboard highlights when a service level is due for quoting, based on the asset’s base date.

New routines can only be added in bulk using the Uptick CSV Importer. However, the existing routines and levels can be managed with bulk actions on the Routine Services and the Routine Service Levels pages (navigate to Customer Data > Routine Servicing).

No. Updating a routine due date affects future forecasting, but it does not automatically move tasks that have already been created or scheduled.

If the task already exists, open the task in the Scheduler and update the appointment Start Date, End Date, and scheduled time.

Changing a routine date updates future forecasting, but it does not move tasks that have already been created.

For example, if a task was already created in April and the routine is later updated so the next forecasted task appears in June, the April task will remain because it has already been generated.

To move the work to June, delete or cancel the April task and create or schedule a new task for June.

Yes. Routine data can be exported from the Routine Servicing area.

Go to Customer Data > Routine Servicing, apply any filters required, then use the Download CSV option.

If you cannot see the download option, check that your security group has permission to download CSVs.

Yes, if the frequencies are due in the same month. For example, Annual, 3-yearly, and 5-yearly frequencies can be selected together if they share the same due month.

If the frequencies are due in different months, set them up separately so each one has its own annual date.

Editing is inline. On the property's Routines tab, 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. For the full steps, see Add routine to a property.

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.

Routines and levels are deactivated rather than deleted, so tasks already generated from them are kept.

Expand Tasks / month at the bottom of the grid, click the forecast (greyed) tile for the month, then follow the Generate tasks steps in Create an Inspection & Testing (I&T) task.

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.

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 carrying that tag. This is used for cases such as 20% detector testing.

Click the hours shown in the service group heading on the Routines tab, adjust the duration for each level of each routine in the group, then click Save. To set the duration for a single level, open the routine editor and select that level.

Yes. Go to Customer Data > Routine Servicing to edit routine services and levels across properties. See Manage routine services and levels in bulk.

Each service level on the routine calendar is colour-coded to show whether the task associated with the level has been generated or completed:

Additionally, if there are not tolerance set up against the routine level type:

If the relevant routine service level has the tolerance period:

Whether tolerances are set up by default on your workspace depends on the region you operate in and the standards applicable in that region. You can also assign or remove tolerances by updating the individual routine level type.

Hover any icon for the detail:

Each tile corresponds to a billing contract and spans the months that contract covers. If any routines are not covered by a billing contract, a final yellow Not covered by a billing contract tile appears. Hover a tile to highlight the routines it covers.

A tolerance is the period of time around a routine's scheduled date within which a task can be performed and still count as being on time. It is configured against the routine level type, so each level for every routine can have its own tolerance.

The tolerance status in Uptick is based on the date the task is marked as Performed, rather than simply whether it was completed within the same month. The tolerance window is calculated from the routine’s configured tolerance and annual date. For monthly routines with an annual date set to the 1st of the month, the system moves the due date to the end of the month, but the tolerance window remains tied to the start of the month. This means a task can be completed within the month and before the due date, but still show as out of tolerance if it was performed outside that calculated tolerance window.

Darker or more intense shades of the same colour indicate a higher-ranked service level. The higher the rank, the stronger the colour appears.

A routine may not appear for one or more of these reasons:

If you suspect a date problem, check that the Start Date precedes the period you are trying to view. When generating tasks manually, also check that the Due Before filter includes the target month's last day; to see tasks due in October, set Due Before to 31 October.

Routine duplication can occur due to:

To fix the duplication, update the routine (with the old dates or duplicate entry) and provide the End Date.

When a routine has levels based on weeks and are less than a month (weekly/fortnightly/tri-weekly), you may see duplications on the routine schedule within a given month, like the example below:

Routine duplication on a property can occur for a couple of reasons:

To fix this, find the duplicate routine (usually the one with the old dates) and set an End Date for it. This will deactivate the duplicate without losing historical data.

This usually happens when multiple routine service levels (e.g., Monthly, Six-Monthly, Annual) have recurring appointments set up and are then combined into a single task. Each recurring appointment carries over, creating duplicates.

Best Practice: To avoid this, only set the recurring appointment on the most frequent service level (e.g., 'Monthly'). This ensures only one appointment is created when tasks are generated.

For routines with frequencies less than a month (e.g., weekly, fortnightly), the routine schedule on the property will naturally show multiple entries for a single month. This is expected behavior and ensures each service is generated as a separate task.

No, Uptick does not have a feature to directly duplicate a single task. If you need to create the same task regularly (e.g., weekly testing), the best approach is to set it up as a routine service with a recurring appointment. This automates the task creation process, saving you from manual entry each time.