Short answer

Three rules unlock the whole system: an Asset is the thing on the map (a bench, a swing, a bank, a verge), a Task is what someone does to that asset (a clean, an inspection, a strim) and is one-to-one with the asset, and a Routine is a batch of tasks that share one frequency. When you create a routine, you select all the assets that need a job at that frequency and the system schedules a recurring task for each.

Detail

Get this model straight before anything else — most onboarding friction comes from people trying to model their world a different way (e.g. "one task with a checklist of every asset") and fighting the product.

  • Asset = the thing. It has a name, a location, a type, a condition, optional value fields, and an inspection schedule. One asset.
  • Task = what's done to it. Cleaning, inspection, strimming, pruning, defect repair. Always tied to exactly one asset (one-to-one).
  • Routine = a batch of tasks at one frequency. Routines are how you set up recurring work. You pick the assets, pick the frequency (weekly, fortnightly, monthly, quarterly, etc.), pick whether the generated work is an Inspection or a Job, and the system schedules the recurrence.

The natural unit of work for a council with multiple areas and mixed frequencies is (Area, Frequency). For a single park this typically gives you 4–6 routines: a fortnightly one, a weekly one, a monthly one, a quarterly one, an annual one. Each routine batches all the assets in that area that need a job at that frequency.

Watch-outs

  • Don't try to model "do X to all the bins in the park" as a single task with a checklist — model it as a routine that selects all the bins as separate tasks. Each bin then gets its own swipe-to-complete entry on the field worker's phone, with its own photo, location, and notes.
  • A task is one-to-one with an asset, so you can't attach two different jobs to the same asset within a single routine.
  • Once you understand this model, the answer to "how do I do X?" is almost always: get your assets right, then build a routine per (area, frequency).