View, Create, Filter/Search, Categories, Export/Share Maintenance

Viewing Maintenance Lists

Navigating between internal Work Orders and incoming Tenant Requests.

Steps:
To monitor the physical upkeep of your properties:

1. Navigate: Click the Maintenance (Wrench Icon) in the left sidebar.
2. Dashboard Overview: Two metric tiles at the top show you the total number of Pending Work Orders and Pending Tenant Requests currently active.
3. Switch Views: Use the tabs below the metrics to toggle between lists:
   • WORK ORDERS: Displays professional repair tasks, typically created by staff.
   • TENANT REQUESTS: Displays issues reported directly by residents through their portal.
4. Identify Progress: Look for status badges like “Requested” (New) or “Created” (Assigned) to prioritize urgent repairs.

Creating a New Work Order: Initiating internal repair tasks and assigning them to specific properties and categories.
Steps:
To create an internal maintenance task:

1. Initiate: In the WORK ORDERS tab, click the orange + CREATE WORK ORDER button.
2. Select Location: Choose the Property where the work is required from the dropdown.
3. Set Category: Select a Category (e.g., Carpentry, Plumbing, Electrical) to help organize your records and reporting.
4. Define the Task: Enter a clear Title and a detailed Description of the problem or maintenance needed.
5. Save: Click the orange SAVE button. You can add workers and documents to the record after it is created.

Creating a New Tenant Request

Manually recording an issue reported by a tenant via phone or in person.

Steps:
If a tenant reports an issue outside of the portal, you can record it for them:

1. Initiate: In the TENANT REQUESTS tab, click the orange + CREATE TENANT REQUEST button.
2. Enter Details: Provide a Title (e.g., “Leaking Sink”) and a detailed Description of the resident’s concern.
3. Categorize: Select the appropriate Category for the repair.
4. Link to Tenant: Select the Tenant reporting the issue from the dropdown to link it to their unit and history.
5. Save: Click SAVE. Once saved, you can convert this request into a formal Work Order.

Managing Maintenance Categories

Customizing repair types to match your organization’s workflow.

Steps:
To organize your maintenance data effectively:

1. Action: Click the orange MANAGE CATEGORIES button at the top right of the Maintenance page.
2. Configure: Add, edit, or remove categories such as “HVAC,” “Landscaping,” or “General Repair.”
3. Standardization: Using consistent categories across your portfolio makes it easier to track which properties have recurring issues in specific areas (like plumbing or electrical).

Searching & Filtering Maintenance Records

Using filters to locate specific work orders or requests by property, unit, and status.

Steps:
To find specific maintenance items in a large list:

1. Search Bar: Type keywords or ID numbers into the Search Bar for instant results.
2. Advanced Filters: Use the dropdown menus to narrow your view by:
   • Property / Unit: View all repairs for a single building.
   • Category: Focus only on specific trades (e.g., see all current “Plumbing” jobs).
   • Status: Filter by Created, Active, or Completed to see what tasks are still outstanding.
3. Organization: Use the Group By dropdown to sort the table by Property or Worker for a better overview of your team’s workload.

Exporting & Sharing Maintenance Data

Generating repair reports in PDF or Excel for owners and vendors.

Steps:
To share maintenance history or current “To-Do” lists:

1. Open Menu: Click the Three Vertical Dots Icon in the top-right corner of the table.
2. Select Format:
   • PDF Icon: Best for sending a professional summary to a property owner.
   • Excel Icon: Best for sharing a task list with a maintenance crew or contractor.
   • Envelope Icon: Directly email the current filtered list to an external recipient.
3. Reset: Click Reset Filters in the same menu to return to the full maintenance overview.