Creating a Maintenance Task from the Property Record

This guide will look at creating a maintenace task from the Property Record (NOT Property Management) and allocate a Contractor to the task.

N.B. Notifications can be disabled in the configuration for Property Management, this could affect all notifications mentioned in this guide, we have created this guide with default notification options, i.e. ALL enabled.

Getting started
To create a Maintenance Task on a Lettings property.

From the Letting Tab. Go to Lettings Dashboard.

Then select ‘Properties’. From the Property search screen find and select the property.

Creating the Task
Once you are in your property, from the left hand menu select ‘Maintenance’, then ‘History’.

The history screen will show the maintenance history of the property in a list form, with the ability to filter the list.

From the ‘History’ screen click ‘Add Task’ to create a new task.

Add New Task
There are three tabs to complete, ‘Details’, ‘Photo’ and ‘Assign’.

Complete all the required fields. Select the tenant from the drop down list in Tenant field, if there is no Tenant in the property this will show your name with self-raised in brackets e.g. Fred Bloggs (Self-Raised) This will populate the contact details.

Add in the details of the issue, put as much description as possible in here as this is your job sheet to the Contractor.

Set the access information/restrictions using the yes/no toggles. Then add notes, usually these are used for information on where to park, restrictions etc.

Photos
Then move on to the Photos tab.

Add a maximum of 6 images (not video) here, any image file can be added. To add images click in the box and select the pictures from your PC/Mobile device.

Assign Contractor
Click into the ‘Contractor’ field and either start typing the name of your contractor or scroll down the list.

Add any notes for the Contractor, these are your job sheet for the contractor so be as thorough as possible, and note if the property is occupied as well as a completion date.

Click Save and the job will be sent to your contractor via E-Mail (if there is an email address available). This allocates the job to this specific Contractor as a live job for them to complete. Unlike Property Management there are no other options.