Routines (often called Rounds) allow teams to group multiple assets into a single scheduled work block of tasks. This is ideal for recurring grounds maintenance like bi-weekly grass cutting across all parks and verges, or weekly memorial park inspections. You can also use routines for indoor assets, such as annual PAT testing or room setups. By ordering tasks within a routine, you create a logical "route map" for field staff to follow.

Who is this for?

Role: Office staff (Clerks/RFOs) and Field leads.
Platform: Web (for creation and sequencing).
When: Planning efficient routes for grounds teams or facilities maintenance.

Before you start

Ensure all relevant assets (parks, verges, bins, or indoor equipment) are in the Asset Register.
You must have permissions to access the Routine builder and create tasks

Steps

Select Assets — In the Assets list, use the checkboxes to select all items for the round (e.g., all equipment in a play park or all grass verges in a ward).
Initiate Routine — Click Create routine in the bottom action bar.
Configure Schedule —
- Give the routine a clear name (e.g., "North Ward Grass Cutting").
- Set the Start Date and other optional scheduling details, such as Recurrence (e.g., Bi-weekly).
Set the Route Order — A map will appear numbering the tasks 1... n.
- Drag and Drop: In the task list, click and hold a task to move it.
- Route Mapping: As you reorder the list, the map numbers update. Use this to create a logical physical path for the operative.
Define Task Details — For each asset, choose the Task Type (Inspection or Job) and the required Template.
Finish — Click Save. The sequence you created will be the exact order the tasks appear for the field team in the mobile app.

Notes & limits

Web Creation Only: Routines and route ordering must be set up on the web platform.
Static Membership: Currently, you cannot add new assets or existing independent tasks to a routine once it has been created. This is a planned feature for a future update.
Uniform Schedule: All subtasks within a routine share the same start date and recurrence frequency.

Verify it worked

Navigate to the Routines module on the web and open your new routine.
Confirm the map pins follow the intended sequence.
On the Civic.ly Mobile App, check the task list to ensure the items appear in the order you defined.

Troubleshooting

TBC

TBC

Create Routines and Rounds

Group assets and tasks into scheduled routines and ordered work sequences