Setup
Managing contractor workflows efficiently is a core feature in Uptick. This guide explores the tools, permissions, and requirements necessary for contractors to successfully perform tasks and update information within the system.
Ensure you received the link to the Contractor Portal via email and follow the instructions to create your password.
Ensure you received the link to the Contractor Portal via email and follow the instructions to create your password.
If you haven't received the email, check your spam folder or request an email to be resent.
Overview of Contractor Integration in Uptick
Uptick offers two primary tools to enable contractors to update information, complete tasks, and report on asset statuses:
Contractor Portal: An essential feature for contractors to manage tasks, update status, and upload photos. Granting them access via their profile is free of additional cost. Sending an invitation creates a user for them with a 'Contractor' license.
Contractor App: Controlled app access for contractors resembling the field technician app. It includes features tailored to contractor workflows. To enable this option, adjust contractor profiles to grant access.
How to update profile preferences (Desk and Tech)
1. Click the user icon in the upper right corner and select Your profile.
1. Click the user icon in the upper right corner and select Your profile.
2. Enter the Mobile, select Add signature and draw your signature. Then click Save.
2. Enter the Mobile, select Add signature and draw your signature. Then click Save.
The technician users can update signature upon logging in too.
How to add technicians (Desk)
1. Navigate to the Team and click +ADD.
1. Navigate to the Team and click +ADD.
2. Provide the Full Name, Email Address, tick Is Technician checkbox and click Save.
2. Provide the Full Name, Email Address, tick Is Technician checkbox and click Save.
When a technician is assigned to a task, they will receive an email with a link to the Portal and can access it without setting up a password.
Video
How to view, accept and assign tasks (Desk)
1. Go to Dashboard, use search and filters to find tasks, then open by clicking on the hyperlinked ref of the task, for example "T-03934".
1. Go to Dashboard, use search and filters to find tasks, then open by clicking on the hyperlinked ref of the task, for example "T-03934".
2. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works) and click Accept.
2. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works) and click Accept.
If a task is rejected, a reason for rejection must be provided
If a task is rejected, a reason for rejection must be provided
3. Enter your estimated attendance date and assign a technician from the list.
3. Enter your estimated attendance date and assign a technician from the list.
If the technician does not appear in the assignment list, ensure they have been added as a user in Team.
Video
How to perform an I&T task (Tech)
1. Open the link in the email titled You have been assigned Task.
1. Open the link in the email titled You have been assigned Task.
2. Find the task and click Tech.
2. Find the task and click Tech.
3. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works), click I'm on Site and complete any required pre-start actions.
3. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works), click I'm on Site and complete any required pre-start actions.
Photos are a mandatory requirement for I&T task completion within the Contractor Portal. Contractors must upload necessary photos ('before' and 'after') to update the task status.
4. In the Asset based work, open each asset.
4. In the Asset based work, open each asset.
5. Select Pass/Fail/No Test result and click Add Remark.
5. Select Pass/Fail/No Test result and click Add Remark.
6. Select the applicable Remark Type.
6. Select the applicable Remark Type.
7. Complete Description, Severity, Location and Internal Note fields and click Save Remark.
7. Complete Description, Severity, Location and Internal Note fields and click Save Remark.
Description: Details the description of the defects found during inspection.
Severity: Indicates how serious the defect is: Informational, Recommended , Non-Conformance, Non-Critical and Critical.
Internal notes.
8. Open a newly created or existing remark to attach a photo, Mark remark as resolved, or Verify remark. Then click Save.
8. Open a newly created or existing remark to attach a photo, Mark remark as resolved, or Verify remark. Then click Save.
9. Confirm completion by pressing I've performed this work.
9. Confirm completion by pressing I've performed this work.
10. Provide Task completion notes, Technician signature, Client signature and confirm I've performed this work.
10. Provide Task completion notes, Technician signature, Client signature and confirm I've performed this work.
Video
How to perform a repair task (Tech)
1. Open the link in the email titled "You have been assigned Task".
1. Open the link in the email titled "You have been assigned Task".
2. Find the task and click Tech.
2. Find the task and click Tech.
3. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works), click I'm on Site and complete required pre-start actions (if available). Then Upload pre-start photos which is required to progress.
3. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works), click I'm on Site and complete required pre-start actions (if available). Then Upload pre-start photos which is required to progress.
Uploading both pre-start and post-completion photos is critical. They are a mandatory part of the task workflow, ensuring that the task progresses and the status is updated.
4. In the Asset based work, open each item.
4. In the Asset based work, open each item.
5. Click Pass, select the relevant remark to add a photo and Mark remark as resolved. Then click Save at the bottom right corner of the window.
5. Click Pass, select the relevant remark to add a photo and Mark remark as resolved. Then click Save at the bottom right corner of the window.
6. Upload post-completion photos and click I've performed this work.
6. Upload post-completion photos and click I've performed this work.
7. Provide Task completion notes, Technician signature, Client signature and confirm I've performed this work.
7. Provide Task completion notes, Technician signature, Client signature and confirm I've performed this work.
Video
How to perform a callout task (Tech)
1. Open the link in the email titled "You have been assigned Task".
1. Open the link in the email titled "You have been assigned Task".
2. Find the task and click Tech.
2. Find the task and click Tech.
3. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works), click I'm on Site and complete required pre-start actions (if available). Then Upload pre-start photos which is required to progress.
3. Review the task details (Property, Due, Address, Scheduled date, Access, Assigned and Scope of works), click I'm on Site and complete required pre-start actions (if available). Then Upload pre-start photos which is required to progress.
Troubleshooting Task Issues
If contractors encounter issues completing tasks, particularly with photo uploads, ensure the following:
Confirm that all permissions needed for task completion are enabled.
Verify that required fields, such as photos, are properly uploaded. Addressing these common aspects facilitates smoother task management.
4. In Non-asset based work, toggle each product as performed for invoicing. Then Upload post-completion photos and click I've performed this work
4. In Non-asset based work, toggle each product as performed for invoicing. Then Upload post-completion photos and click I've performed this work
5. Provide Task completion notes, Technician signature, Client signature and confirm I've performed this work.
5. Provide Task completion notes, Technician signature, Client signature and confirm I've performed this work.
How to record a logbook entry (Desk and Tech)
Where the property keeps a physical logbook, record the service you performed against it from the task. The Logbooks section shows on the task when the office uses logbooks, below the work to be performed.
On the task, go to Logbooks. It lists the logbooks the office keeps for the property.
Click Add on the logbook you signed.
Enter the Service date and any notes, then click Save.
The entry opens ready for photos. Add photos of the signed logbook page, then click Done.
To add more photos later, click Add photos on the entry. The entry is saved to the property's logbook against this task, so the office sees it on the task. You only see the entries recorded on this task, and you can't delete an entry. If the section shows No logbooks have been added to this site yet., ask the office to add the logbook to the property.
How to finalize a task (Desk)
1. Search a task in Performed (Waiting docs) status and clicking on the hyperlinked ref of the task, for example "T-03934", to open it.
1. Search a task in Performed (Waiting docs) status and clicking on the hyperlinked ref of the task, for example "T-03934", to open it.
2. Press Complete task.
2. Press Complete task.
3. Upload the Service Report, supporting documents, quotes, and invoices and update any fields, then Mark task as Complete.
3. Upload the Service Report, supporting documents, quotes, and invoices and update any fields, then Mark task as Complete.
