Tasks
Can I set up reminders so people are notified about the tasks assigned to them?
Short answer Yes, for one-off work. When someone creates a one-off job, inspection or defect and assigns it to a person, that person gets an email telling them...
Can a job be assigned to multiple people, and how do I reassign on the day?
Short answer Yes to both. A task can have multiple assignees — any of them can complete it. And you can reassign on the day from the web app without rebuilding...
How does the defect workflow work — from a failed inspection to resolution?
Short answer A defect can land in Civic.ly in two ways: from a failed inspection (an operative pass/fails a scheduled check) or as an ad-hoc report (anyone in...
I find more defects than I have time to fix. How do I keep my own list clean and still show I reported them?
Short answer Raise the defect as normal, then assign it to your supervisor instead of leaving it on yourself. It drops off your list, the supervisor is emailed...
If I mark an inspection item as a fault, does Civic.ly raise a defect automatically?
Short answer No — nothing is created behind your back. When you mark a checklist item as a fault (or fail an inspection), the app offers to raise a defect and...
How do form templates work, and how do operatives capture data like bin fullness?
Short answer Each routine is created with a form template that defines what data the operative captures when they complete the task. For bin rounds, the Bin...
How do I get a contractor to use Civic.ly, so I have proof the work was done?
Short answer Add the contractor as a user on your account (a Field Operative is the usual role, or a shared company login where a firm sends different people),...
Why does my inspection or job have no picture, and how do task images work?
Short answer When you create an inspection or job against an asset, it takes the asset's photo as its default image. So if a task comes up with no picture,...
My inspections are all passing and no defects are being raised — is that right?
Short answer Usually yes, but it's worth a sanity check. Most councils run "negative reporting" — a clean asset just gets marked Passed, and you only fill in a...
How do I log reactive or one-off work (like ad-hoc litter-picking) that isn't tied to a specific asset?
Short answer You don't have to attach every job to an asset. Both the mobile app and the web app let you create a task as a "general issue" — you (or the...
How do I record an external inspection or service (RoSPA, fire alarm, gas safety) in Civic.ly?
Short answer Record it as a one-off inspection on the asset it covers, dated the day the inspector or contractor visited, with the report or certificate...
Can I record what a job cost, how long it took, and attach a quote?
Short answer Cost — yes. Every Job has a Cost (£) field, so you can record what a piece of work cost. Who did it — yes, via the assignee. How long it took —...
A check item (e.g. vehicle lights) has more than one fault — there's no multi-select, so how do I record both?
Short answer Each checklist question takes one response (single-select), so you can't tick two answers on the same item. But you're not stuck with recording...
How do I record water, gas, or electricity meter readings in Civic.ly?
Short answer Add each meter (water, gas, or electricity) as its own asset, then create a recurring Job against it using the Meter Reading checklist. The...
Our daily check keeps raising the same defect. What do I do with the repeats, and with faults we have decided not to fix?
Short answer Delete the genuine duplicates, or set them to Closed if you want the trail. Set a fault you have decided not to repair to Closed too. And where a...
Where do I see a list of the defects raised, the jobs due and anything overdue?
Short answer You already have them, and you do not need to build a filter to get them. Every task list hides completed work by default, so your Defects list...
I've picked my building to add a fire alarm or emergency light check, but I only get the long Building Sweep. Where are the simple checks?
Short answer The simple fire safety checks don't attach to the building. They attach to the individual things you are testing. Pick the building and you get...
I've done the work / filled in the checklist, but the task still shows To Do (or overdue) — why?
Short answer Because completing a task is two steps, not one: filling in the checklist and setting the task's status (Passed / Failed for an inspection, Done...