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 grid has a Description of its own — that per-row description is what the field worker reads against that asset. For a routine that already exists, open the occurrence you want, edit the description, and choose Apply to the [frequency] series from [date] so it flows to every future occurrence.

Detail

There are two places a description lives, and they do different jobs:

  1. The routine's own Description, under the Routine Name on the creation page. This describes the round as a whole ("Weekly skatepark inspection — Nathan's round") and is what you see in the Routines list.
  2. Each row's Description in the Related Tasks grid. This is the per-asset instruction and it is the one that matters operationally. Fill it in while you're building the routine — it is not copied down by Bulk apply to all tasks, which only handles task type and assignees, so each row is set individually. That is usually what you want, since the instruction differs per asset.

For a routine that already exists: open the occurrence from the Routines list, edit the description on the row you want, click Update Routine, and choose Apply to the [frequency] series from [date] rather than Update this routine ONLY. Every future occurrence picks it up. See How to Edit a Routine.

This is how to handle things like:

  • "Power wash surface and treat for moss/algae using approved methods" on a MUGA's quarterly clean.
  • "Cut to 1m from wall" on a bank's fortnightly strim.
  • Method statements, COSHH references, or any contract-specific wording.

For very specific work that's tied to one asset (rather than reused across many), you can also just bake the detail into the routine title — e.g. name the routine "MUGA Power Wash" rather than "Quarterly Clean". The field worker then sees "MUGA Power Wash" directly with no need to open the description.

Watch-outs

  • The scope prompt is the magic word. When editing an existing routine, choosing Update this routine ONLY sets the description on that single occurrence and nothing else. Pick the series option if you want it to stick.
  • Descriptions don't bulk-apply. Bulk apply to all tasks copies task type and assignees only. Type each row's description as you build the routine.
  • If the description should differ per asset within the same routine (e.g. "cut to 1m" for the bank vs "close-cut" for the play area), set each row's own Description at creation — that is exactly what the per-row field is for. See also When should I split an area into multiple assets vs treat it as one? for when the work is different enough to warrant splitting the asset.
  • The description in the field is plain text. Avoid relying on rich formatting.