Routines
Manage recurring maintenance tasks.
How to Create a Routine
Before you start: It helps to know how to create an inspection first, since routines bundle inspections and jobs together. The Getting Operational training...
How to Edit a Routine
Before you start: This guide covers changing a round that already exists. If you haven't built one yet, start with How to Create a Routine.
Why Can I No Longer See My Routine Tasks in the Mobile App?
You may have noticed that Routines no longer appear as their own section in the mobile app, and your routine tasks aren't showing up in the app's task filters...
Can I add a new asset to a routine I've already created?
Short answer Yes — select the asset(s) on the assets list and add them straight into an existing routine (or a new one) from there. No need to rebuild the...
How do I add a description or specific instructions to the tasks generated by a routine?
Short answer Set them as you build the routine. The routine has its own Description field at the top of the creation page, and every row in the Related Tasks...
What's the bulk-select workflow for creating a routine over many assets?
Short answer In the asset list, filter to the assets you want (typically by location tag), tick the checkboxes on the left to select them, then use the action...
How do I model a recurrence that only runs in certain months (e.g. November to March)?
Short answer Set the routine's due date to the first occurrence of the season and its recurrence end date to the end of the season, then tick the Repeat every...
How do I set up a fortnightly (every two weeks) recurrence?
Short answer There isn't a native fortnightly frequency yet. The supported workaround is to create two monthly routines over the same assets, offset by about...
How far ahead are recurring tasks created — and why does my inspection list seem to "stop" at a date?
Short answer Civic.ly doesn't create every future occurrence of a recurring task at once — it keeps a rolling window of upcoming ones and tops it up...
How should I scope and group my routines — one per asset, one per site, or one big routine?
Short answer Aim for the middle ground: one routine per site (or per site + task-type), scoped to the work one person does on one visit — not a separate...
When should a routine generate Inspections vs Jobs?
Short answer Use Inspection when the work is "look at it, check condition, pass or fail" — a playground swing check, a defibrillator inspection, a tree pruning...
How should I name routines when I have several covering the same physical area on different days?
Short answer Put the day pattern in the title. A council with three bin routines on the same Old Town round — Monday/Wednesday, Friday, Tuesday/Thursday —...
Someone's off this week — how do I reassign their round without changing it permanently?
Short answer Open that week's occurrence of the routine from the Routines list, swap the assignees, and when you click Update Routine choose Update this...
How do I schedule something that happens more than once a day (e.g. morning and afternoon toilet cleans)?
Short answer The recurrence options go down to Daily — there's no "twice a day" or "every N hours" setting. So when a job needs doing more than once a day,...
How do I set up daily pre-use vehicle and plant (machinery) checks?
Short answer First add each vehicle (or piece of plant) as an asset, then attach a pre-use inspection checklist. There are two ways to make the check happen...
I have several routines for the same round on different days — should I consolidate them?
Short answer Yes — collapse them down to one routine per distinct day pattern. If you have separate Mon-only, Mon/Wed, and Mon/Wed/Fri routines for the same...
Should I set a recurrence end date on a routine, or leave it blank?
Short answer Leave it blank by default. The recurrence rolls forward indefinitely and the system extends the task window automatically — you don't need to...
Why has my recurring task stopped creating new tasks?
Short answer First, check it has actually stopped rather than just looking like it has. A recurring task only shows a rolling window of upcoming occurrences...