Setup
You will also need the following permissions in your security group:
Can see all tasks.
Can send dispatches.
Prerequisites
Make sure you have added the correct email address against the Client or Property:
Verify the Client has a Primary Email Address configured.
Check that any Property Contacts have been populated to receive Reports, Defect Quotes, Notifications and/or Invoices
Click here to learn about permissions and security groups.
How to send dispatches to your client
From a task you can send Reports (e.g. Service Reports), Forms (e.g. Take 5s, Safety Assessments), Defect Quotes, Invoices and Attachments (e.g. Client signature JPEGs).
1. Navigate to the Tasks page, select Office review and Performed in the Status filter and click on the Ref to view the task.
2. Click the Dispatch button in the Process section.
3. Select what you would like to send on the left-hand side (defect quotes must be in Finalised status to be sent via dispatch). The reports and invoice can be created through the dispatch window automatically.
However, if you want to review them prior to the dispatch, click +Create in the Process section of the task and select the applicable item.
5. Edit the draft email on the right-hand side
You can edit the recipients in To, CC and BCC. Make sure to hit enter to see the address saved, it should appear grey.
Click the cross in the top right corner of the email draft to remove it altogether, keeping in mind that at least one draft is needed for dispatch.
6. When you are happy with your email, click Dispatch to client. Leave Mark Task as Complete and Archive Task ticked if you are ready to close the task.
Helpful Tips:
Always ensure the client and property contact information is correct before attempting dispatch.
Keep email contacts up-to-date for smoother operations.
Add or edit contacts without leaving dispatch
If a contact is missing or needs updating, click Manage contacts in the top right of the dispatch window to add or edit contacts inline, then continue the dispatch — there is no need to leave the page and start again. Changes save back to the property or client record for future use.
Property — create a property contact (name, role, email, mobile) and choose what they receive: Reports, Invoices, Defect quotes, or Appointment and alert notifications. You can also edit existing property contacts here.
Client — update the client's Primary contact (name, email and CC) and the Reporting contact details.
Video: Dispatching in Uptick
How Dispatch works
When you click Dispatch to client, Uptick uses the information already configured against the task to generate and send the selected outputs. Depending on what you choose to dispatch, this can include creating reports, submitting defect quotes, generating a draft invoice and pushing it to your accounting partner, and sending the email with links and attachments to the relevant recipients. If a recipient appears at both client and property level for the same document, they receive one merged email.
Dispatch relies on several setup dependencies to do this successfully, including your Control Panel configuration, Client details, Property billing and contact information, Product Catalogue items such as products, labour and pricing, and Task information like servicing data, remarks and charges. If any of these are missing or incomplete, the dispatch may not produce the expected results
How to send bulk emails from your task list
You can send bulk emails notifying your customes of upcoming tasks and site visits.
1. From the Task List, select the specific tasks you wish to send emails for by clicking on the square to the left of the Ref.
2. Click Edit Tasks and select Prepare Bulk Email
3. Choose an email template from the drop down menu for either Send to Property Contacts or Send to Client Primary Contact. If you are unsure which email template to pick, select Default.
For Send to Property Contacts, ensure the property contact has 'Notification' enabled to receive the email. Click here to learn more on how to edit.
For Send to Client Primary Contact, please note that any Client Primary Contact CC will also receive the email.
4. Click Send.
Finding Tasks with bulk emails sent
Go to Main Menu > Tasks and add filters for Latest Bulk Email Sent Before and Latest Bulk Email Sent After to select the time period you want to search within.
FAQs - Sending bulk emails from task list
How are bulk emails grouped?
Emails are grouped based on whether you are sending them to Property Contacts of Client Primary Contacts.
Property Contacts: Each property contact gets a single email that includes all tasks for a specific property. If they manage multiple properties, they'll get a separate email for each one.
Client Primary Contacts: The primary contact and any CC'd recipients receive one consolidated email for all tasks across all their properties.
What does the Default email template look like?
The default email template is used to notify clients about upcoming routine service site visits for their properties. To view it, go to your Control Panel > Email Templates > Task Routine Servicing Site Attendance Email
What if I don't want to use the default email template?
You can either edit the Default template or create a new email templates. To do this you will need to permission to access your Control Panel.
If you create a new template, you must set the category to 'task_bulk_email' for it to be an option when you send emails from the task list. This also applies if you want to create different templates for various task categories.
Can I see the bulk email after it has been sent?
You can see all sent bulk emails in the Correspondence tab or the Timeline of the associated Client, Property or Task.