This article covers how to add, view and manage routine maintenance on a property. It will help understand the Routines grid, adding routine services and levels, editing service groups, setting default technicians and estimated durations, generating pending tasks, and removing or deactivating routines and importing them in bulk via CSV.
Setup
You will need the following permissions in your security group:
Can view property list page
Can view property
Can create and update properties
Can bulk-generate routine maintenance tasks
To import routine services from a CSV file, you will also need Use the bulk-importer.
Click here to learn about permissions and security groups.
Video
Understanding the Routines grid
Navigate to Customer Data > Properties, View the property and go to the Routines tab.
Routine services are listed down the left, grouped by service group (routines without one sit under Ungrouped), with the months of the selected year across the top. Each cell's colour shows the level's status against the legend below the grid — due, completed, or outside tolerance. Use the year arrows to move between years, and hover a truncated name to see it in full. Each group heading shows its default technician and total estimated on-site hours. Click a month's name to open the Routine Servicing page, pre-filtered to this property and month, for bulk-generating tasks.
Icons next to a routine
Icons next to a routine name show how it is set up. Hover any icon for the detail:
A calendar icon means the routine has a recurring appointment. The tooltip lists each level's schedule.
A person icon means a level is subcontracted, and names the subcontractor.
A tag (such as Year 1) means the routine only applies to assets with that asset tag.
Tasks / month
Expand Tasks / month to see the tasks forecast or generated for each month:
Tiles:
A greyed tile is a forecast task.
A coloured tile is a task that has already been generated. Click it to open that task.
Generating:
Click Generate below the grid to generate the month's due services at once. Each service group's task is listed separately; select the one you want, then create an appointment and assign a technician at the same time if needed. (See screenshot example below).
For the entire month's work, client the month name to be taken to the routine generation page.
The Est. on-site hours / month row totals the estimated duration for each month.
Billing contracts
Each tile below the grid corresponds to a billing contract.
The tile spans the months covered by the contract, displaying its name and date range. If no end date is set, or the end date falls outside the current year, the tile extends to the end of the year.
If any routines are not covered by a billing contract, a final yellow Not covered by a billing contract tile appears, prompting you to create one.
Hover a contract tile to highlight the routines it covers. Hover Not covered by a billing contract to highlight routines that are not on any contract.
How to add routines and levels to a property
1. Navigate to Customer Data > Properties and View the property.
2. Go to the Routines tab and click + Add routine services.
3. Set the Start date (first month tasks generate from) and Last annual date (date of the last annual test the schedule is generated from).
Only provide an End date if the routine should be automatically deactivated on that date.
4. Optionally set an End date and a Subcontractor to apply to every routine you add.
5. Routine types with matching assets on the property are ticked automatically, with their default levels enabled. Use Search routine types or the standards filter to find any others you need.
Levels are selected automatically based on the Default enabled field for that routine service level type.
6. Tick or untick routine types, and click the level chips to turn individual levels on or off. A blue chip with a tick is enabled; a grey chip with a + is not.
7. Click Add X routine services.
How to update routines and levels on a property
1. Navigate to Customer Data > Properties and View the property.
2. Go to the Routines tab.
3. Click the routine service in the first column to open its editor. The left panel lists the Routine service and each of its Levels; the right panel shows the details for whatever you select.
4. Make your changes and click Save changes.
Routine
With Routine service selected in the left panel, you can set:
Start date: the first month tasks are generated from.
Last annual date (expand Set last annual date): the date of the last annual test the schedule is generated from.
Service group: the service group the routine belongs to.
End date (expand Set end date): the routine is deactivated on this date.
Generate as (expand Set generate as): choose Task or Visual reminder only.
Subcontract routine: turn on to have an external contractor carry out the routine, then choose the Subcontractor.
Partial servicing: turn on to apply the routine only to assets with a chosen asset tag, used for cases such as 20% detector testing, then choose the tag under Apply only to assets tagged with.
Level
Select a level in the left panel to set:
Estimated duration: the on-site time for the level.
Asset based maintenance: calculate work from each asset's base date instead of the shared annual date. See Asset based servicing. This can create multiple tasks when base dates differ.
Subcontract level: subcontract just this level, and set the Subcontractor and Authorisation limit (ex tax).
Additional service requirements: set the Technicians required, Required accreditations, a level-specific Service group, and free-text Service requirements shown to the scheduler and technician. These apply to this property only.
Recurring appointment: forecast when the level is scheduled. See Forecast appointments for routine servicing.
Changing a level's Service group creates an additional task for that level when tasks are generated.
The Contractor Approval Limit field on generated tasks is pre-filled with the Authorisation limit (ex tax) only if a Subcontractor is selected.
How to set estimated durations
Estimated durations drive the on-site hours shown on the grid and the time booked when scheduling.
To set them for a whole service group, click the hours shown in the service group heading, adjust the duration for each level of each routine in the group, then click Save.
To set the duration for a single level, click its hour field in the first column of the grid, or open the routine editor and select that level.
How to set a default technician
A default technician is assigned automatically to the routine tasks generated for a service group.
1. On the Routines tab, click the technician name (or No default tech) in a service group heading.
2. Choose a Technician and click Save.
To change the technician, click the name again. To clear it, click Remove default.
How to remove routines and levels from a property
Routines and levels are deactivated rather than deleted, so historical tasks and reporting are kept.
1. Navigate to Customer Data > Properties and View the property.
2. Go to the Routines tab and click the routine service in the first column.
Routine
3. Turn off the Enabled toggle at the top of the panel and click Save changes.
To have the routine deactivate automatically on a date instead, set an End date.
Level
3. Select the level in the left panel, turn off its toggle and click Save changes.
How to create Routine Services via Uptick CSV Importer
1. Download and open the Routine Services - 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 | Type | Annual Test Date | Start Date | Service Group | Create Default Levels |
Field description: | Property reference. Tip: Download the properties as a CSV file to copy the reference. | Must match exactly the name of the routine service type in the workspace (Control Panel > Routines) | Date of the last Annual service for this routine type at the property. Format: YYYY-MM-DD. | Start date for generating tasks in Uptick for this routine. Format: YYYY-MM-DD. | Provide the name of existing Service Group. If left BLANK, routine is imported without any Service Group. | - TRUE – Creates levels for routine service level type when the Default enabled field is ticked. - FALSE - No levels are enabled, enable the levels on the property. |
Field example: | P-0188 | 10 - Portable and Wheeled Fire Extinguishers (2012) | 2023-03-01 | 2024-02-01 | Portable Equipment Servicing | TRUE |
3. Follow the instructions on How to create new data via Uptick CSV Data Importer