This article covers how to create a property (site) in Uptick, update its client, billing card, address, status, access details and photo, use custom fields, and create or update properties in bulk with the CSV importer.
Setup
You will need the following permissions in your security group:
Can view property list page.
Can add properties.
Can view property.
Can create and update properties.
Use the bulk-importer.
Click here to learn about permissions and security groups.
How to create a property
1. Navigate to Customer Data > Properties and click Create Property.
2. Start typing in the Address field and select the correct address from the dropdown list. Then choose an existing Client.
3. Click Create.
Available fields on a property
Available fields on a property
Address: Search for an address to set map coordinates, timezone and the display address.
Property name: Prefilled from the address but can be edited. Use the common name the building is known by (e.g. Parliament House, Eureka, MONA).
Client: Assign an existing client to the property. For a new client, click Create new client.
Access Schedule: Automatically set to Needs review. Select what the technician should do before attending the site.
Billing card: The legal entity that receives the invoice. Leave blank to inherit the client billing card, or click Create new billing card.
Account Manager: A staff member who manages this property's account.
Access Procedure: What the technician should do once on site.
Access Code: Key code or key number.
Access Note: Extra details for gaining entry to the building. Leave blank where possible.
Manually set address fields: Street Line,City, State or Region, Postcode, Country. Changes the fields prefilled from the selected address.
Status: The stage the property is at in the system (Active, Setup, On Hold, Inactive).
Ref: The automatically generated reference number for the property, set in the configuration settings. It can be changed.
Client reference: Reference code used in communications with the client and shown on report headers.
Authorisation Ref: Purchase order or work order number to appear on invoices.
Review Date: When the property should be reviewed internally. Usually used for properties that are On Hold.
OCSP number: Owners corporation number.
AGM date: Your AGM date, for convenience.
Categorisation details: Parent Property, Tenant organisation, Local Government Area, Tags.
Client signature required: Technicians must collect a client signature before tasks can be performed for this property.
Induction required
Log book entry required
Signature required (legacy): Alerts technicians that a signature is required for this property.
Additional fields: Internal Note, Service Requirements, Safety Requirements, Billing Requirements, Report Requirements.
Building attributes: Certification Date, BCA building class, Building use, Building Standards, Building Era, Building Size, Building size (sqm), Stories above ground, Stories below ground, Construction class, Building Part, Building Tenancies.
Occupancy permit: OP number, OP date, OP location.
Video
How to manage property status
The status of a property reflects its current stage in your workflow and controls whether new maintenance tasks are generated for the site. Set the status when creating a property or update it at any time. If tasks are not generating, check that the status is Active.
Navigate to the property page and click Update next to the property's reference and name.
Find the Status dropdown field and select an option.
Click Save.
Property status options
Status | Description and Use Case |
Active | The property is fully operational. Routine maintenance tasks generate as scheduled. This is the default status for most properties. |
Setup | The property is still being configured. Use it as a temporary placeholder while you add details like assets, routines, or contacts. |
On Hold | Temporarily pauses all activity. New tasks are not generated. Useful if the property is on stop credit or inaccessible. Set any existing, incomplete tasks to "Not Ready" manually. A reason is required when placing a property on hold. |
Inactive | The property is no longer being serviced. This archives the property, preventing new work from being generated while retaining its historical data for reporting. |
Why routine tasks are not generated for a property
Routine tasks are not generated while a property is in Setup status. Change the status to Active using the steps above.
How to use extra fields on a property
Extra Fields capture additional data for your properties that isn't covered by the standard fields. For example, you could add fields for "Building Access Code," "Fire Engineering Report," or "Next AGM Date".
Creating extra fields: Go to Control Panel > Extra Fields and select Property as the
Object Type. Learn more in Set up extra field.Viewing custom fields: Created fields appear on the property details page, where you can enter and save information.
Conditional visibility: To show a extra field only for specific clients, add a
clientdata condition in the extra field's settings.
How to update the property details
Navigate to Customer Data > Properties and View the property.
Client details
1. Click Update in the Client or Billing card sections.
2. Select Client or Billing card, then check the box Update related Tasks with new client and/or billing card or Update related Defect Quotes with new client. Then click Save.
Address details
1. Click Update in the Location section.
2. Start typing the new address in Search address and select the new address from the dropdown, update Display address for reports or expand Manually set address fields. Then click Save.
Other site details
1. Click Update next to the property's reference and name.
2. Update any available fields, then click Save.
Property photo
The property photo can not be removed, but you can replace it with another image:
1. Hover over the top right corner of the property photo.
2. Click Edit image.
3. Upload the new photo to replace the existing one.
Please note, the property photo isn't stored in the Documents tab or anywhere else on the property.
Access details
The Access section contains information for technicians, such as key codes, site procedures, and entry notes.
How access notes sync with tasks
New tasks: When a task is created, it takes a snapshot of the
AccessNotefrom the property at that moment.Future updates: Changes made to the property's access note do not automatically update tasks that have already been created.
Update access notes from the Uptick app
Technicians in the field can update access notes directly from a task in the Uptick app.
From the task view, tap Edit in the access details section.
Update the
Access Notewith the new information.Ensure the "Copy these access details to the property" checkbox remains ticked.
Tap Save.
If the technician has the "Can change property" permission, the updated note is saved back to the property and used for all future tasks created for that property.
Update access notes on the web platform
1. Updating a single property:
On the property's page, click Update in the Access section.
Modify the
Access Note,Access Procedure, orAccess Codefields.Click Save.
2. Syncing an update to existing tasks:
To push a new access note to active tasks that have not yet been started:
Follow the steps above to update the access note.
Before saving, tick the checkbox "Update access notes on any active task with the same text".
Click Save.
The sync only works if the access note on the active task is exactly the same as the old note on the property. If a technician has already modified the note on a task, the sync does not overwrite it.
Bulk update access notes via the Property Importer
To add or change an access note for many properties at once, use the Property Importer instead of editing each property individually.
Step 1: Export your properties
Navigate to Customer Data > Properties from the main menu on the web platform.
Use the filters (e.g., by Client, Zone, or Tag) to narrow the list to the properties you want to edit.
Click the Download button at the top right of the list to export the filtered properties as a CSV file.
Step 2: Edit the CSV file
Open the downloaded CSV file in a spreadsheet program like Microsoft Excel or Google Sheets.
Locate the column named
AccessNote(orAccessProcedureif more appropriate).Enter the access note into the cell for the first property.
Copy and paste that note for all other properties you want to update.
Keep the
IDcolumn for each property unchanged. Uptick uses this ID to identify which property to update.Save the file in CSV format.
Step 3: Import the updated file
Navigate to Tools > Data Importer.
Select Properties as the import type.
Upload the CSV file you just saved.
Follow the on-screen instructions to map the fields and validate the data. Uptick uses the
IDcolumn to match and update the access notes for all properties listed.
The updated note is copied to any new tasks generated for those properties.
How to create properties via Uptick CSV Importer
1. Download and open the Properties - Simplified Data Import Template.csv.
2. Complete the spreadsheet, adding or removing optional columns as needed. Save it as a Comma-separated values (CSV) file, the only format supported by the Importer.
Field name: | Property Name | Address | Client |
Field description: | Required. Enter the property name or street address if unnamed. | Physical address of this property, including state and postcode. | Name of the client to be invoiced after servicing the property. Must match the name of an existing client in the workspace exactly: spelling or spacing differences cause import errors. |
Field example: | Bob's Burgers Abbotsford | 15 Yarra Street, Abbotsford VIC 3067 | Bob's Burgers Pty Ltd |
3. Follow the instructions on How to create new data via Uptick CSV Data Importer