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Set up routines
Why do Routines only require an annual date?
Why do Routines only require an annual date?
Routines use the annual date to automatically calculate all future service dates and tolerance periods for the next 25 years, with 5 years visible on the Routine tab of the property.
Why can’t the routine start date be earlier than the Annual date?
Why can’t the routine start date be earlier than the Annual date?
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.
How is the I&T task due date calculated from the annual date?
How is the I&T task due date calculated from the annual date?
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.
How to manage subcontracted routines?
How to manage subcontracted routines?
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.
Should asset-based major servicing levels be enabled on the routine?
Should asset-based major servicing levels be enabled on the routine?
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.
Can routines be added to multiple properties at once?
Can routines be added to multiple properties at once?
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).
Understanding the routine calendar
What do the colours mean?
What do the colours mean?
The colour represents when the task containing the level was marked as performed, relative to the tolerance of the routine level type:
Green: Completed within tolerance - task has a performed date that is within tolerance.
Orange: Completed, outside of tolerance - task has a performed date that is outside tolerance.
Blue: Incomplete, within tolerance - task has been generated but not performed, and the task is still within tolerance.
Red: Incomplete, outside of tolerance - task has been generated but not performed, and the task is not within tolerance.
Grey: Task not generated.
Why are some colours on the routine calendar more intense than others?
Why are some colours on the routine calendar more intense than others?
Darker or more intense shades of the same colour indicate a higher-ranked service level. The higher the rank, the stronger the colour appears.
Why is the routine not displayed on the property?
Why is the routine not displayed on the property?
A routine may not appear for one or more of these reasons:
The start or annual dates cause the next service to be in the future. For example, a start date of October 2024 and an annual date of 1 March 2024 result in the next six-monthly service falling in March 2025.
No levels are enabled, which can occur if Create Default Levels was not set to TRUE during import, no levels were selected, or levels were removed.
Only asset-based levels are enabled, but no applicable assets exist on the property, assets lack a base date, or the base date calculates a service too far in the future.
Why is the routine duplicated?
Why is the routine duplicated?
Routine duplication can occur due to:
The annual or start dates were changed after I&T tasks were generated from that routine. If there is the routine level is linked to a task, it will remain on the property even if the routine or levels are updated or removed.
The same routines were added twice accidentally.
To fix the duplication, update the routine (with the old dates or duplicate entry) and provide the End Date.
How are week-based levels displayed?
How are week-based levels displayed?
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:
