Setup
You will need the following permission 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.
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.
2. Start typing in the Address field and select the correct address from the dropdown list. Then choose an existing Client.
3. Click Create.
3. Click Create.
Available fields on a property
Required (Address, Property name, Client, Access Schedule)
Required (Address, Property name, Client, Access Schedule)
Address: Search for an address to set map coordinates, timezone and the display address.
Property name: It is 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. If it is a new client, click Create new client.
Access Schedule: Automatically set to Needs review. Select what the technician should do before attending the site.
Optional (Billing card, Account Manager, Access Procedure, Access Code, Access Note, Manually set address fields, Manually set property status or reference, Set clients details, Set strata details, Set categorisation details, Set site requirements, Set building attributes, Set occupancy permit)
Optional (Billing card, Account Manager, Access Procedure, Access Code, Access Note, Manually set address fields, Manually set property status or reference, Set clients details, Set strata details, Set categorisation details, Set site requirements, Set building attributes, Set occupancy permit)
Billing card: Refers to the legal entity that receives the invoice. Leave blank to inherit the client billing card or Create new billing card.
Account Manager: A staff member who manages this property's account.
Access Procedure: What the tech should do once arrived on site.
Access Code: Provide key code or key number.
Access Note: Extra details for gaining entry to the building, leave blank where possible.
Manually set address fields (Building or Business Name, Street Address, Suburb, Town or City, State or Region, Postcode, Land/Lot number) to change the fields automatically prefilled from the selected address
Manually set property status or reference
Status: The status of the property reflects the stage at which the property is in the system (Active, Setup, On Hold, Inactive).
Ref: The automatically generated reference number for the property as set in the configuration settings. This can be changed if need be.
Set clients details
Client reference: Client reference code used in communications with the client and shown on report headers.
Authorisation Ref: Purchase order / Work order number to appear on invoices.
Review Date: When should this property be reviewed internally? This is usually reserved for properties that are On Hold.
Set strata details
OCSP number: Owners corporation number.
AGM date: Record your AGM date for convenience.
Set categorisation details (Parent Property, Tenant organisation, Local Government Area, Tags)
Set site requirements
Client signature required: Forces technicians to collect client signatures before tasks can be performed for this property
Induction required
Log book entry required
Set legacy
Signature required: Alerts technicians that a signature is required for this property
Additional fields
Internal Note
Service Requirements
Safety Requirements
Billing Requirements
Report Requirements
Set 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)
Set occupancy permit (OP number, OP date, OP location)
Video
Managing Property Status
The status of a property reflects its current stage in your workflow. This setting controls whether new maintenance tasks are generated for the site.
You can set the status when creating a property or update it at any time.
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 will generate as scheduled. This is the default status for most properties. |
Setup | The property is still being configured. This can be used as a temporary placeholder while you add necessary details like assets, routines, or contacts. |
On Hold | This status temporarily pauses all activity. New tasks will not be generated. This is useful if the property is on stop credit or inaccessible. Any existing, incomplete tasks should be manually set to "Not Ready". 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. |
Using Custom Fields on a Property
Custom fields (called Extra Fields) allow you to capture additional, specific 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 Custom Fields: To add a new custom field, go to Control Panel > Extra Fields and select Property as the
Object Type.Viewing Custom Fields: Once created, these fields will appear on the property details page, where you can input and save information.
Conditional Visibility: You can make a custom field appear only for specific clients by adding a
clientdata condition in the extra field's settings.
For a detailed guide on creating and configuring these fields, please see the Set up extra field article.
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How to update the property details
Navigate to Customer Data > Properties and View the property.
Navigate to Customer Data > Properties and View the property.
Client details
1. Click Update in the Client or Billing card sections.
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.
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.
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.
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.
1. Click Update next to the property's reference and name.
2. Update any available fields, then click Save.
2. Update any available fields, then click Save.
Access Details
The Access section contains critical information for technicians, such as key codes, site procedures, and entry notes. Managing this information correctly ensures your team has the most up-to-date details.
How Access Notes Sync with Tasks
Understanding how access notes are shared between a property and its tasks is key to avoiding confusion.
New Tasks: When a new task is created, it takes a snapshot of the
AccessNotefrom the property at that exact moment.Future Updates: Any subsequent changes made to the property's access note will not automatically update tasks that have already been created. This ensures that information for a job that is already in progress is not changed unexpectedly.
Updating 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, this action will save the updated note back to the main property file. This new note will then be used for all future tasks created for that property.
Updating Access Notes
You can update access notes for a single property or in bulk from 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:
If you need to push a new access note to active tasks that have not yet been started, you can use the sync feature.
Follow the steps above to update the access note.
Before saving, tick the checkbox that says "Update access notes on any active task with the same text".
Click Save.
Important: This sync will only work if the access note on the active tasks is exactly the same as the old note on the property you are changing. If a technician has already modified the note on a specific task, this sync will not overwrite it.
Bulk Updating Access Notes via the Property Importer
The most efficient way to add or change an access note for many properties at once is by using the Property Importer. This allows you to perform a bulk update instead of editing each property one by one.
Step 1: Export Your Properties
First, you need to get a list of the properties you want to update.
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 down the list to the group of properties you want to edit.
Once your list is filtered, 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
Next, you will add or update the access notes in the exported 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 desired access note into the cell for the first property.
Copy and paste that same note for all other properties in the spreadsheet that you want to update.
Crucially, ensure the
IDcolumn for each property remains unchanged. This ID is how Uptick identifies which property to update.Save the file in CSV format.
Step 3: Import the Updated File
Finally, upload the modified file back into Uptick.
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 will use the
IDcolumn to match and update the access notes for all properties listed.
This process ensures that all selected properties are updated with the correct, consistent access note. This new note will then be automatically 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 existing client in the workspace exactly: spelling or spacing differences will 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
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