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Customizing Your Maintenance Settings

Configure maintenance settings in Property Inspect for streamlined workflows, smart notifications, and efficient action management.

Alet Drijfhout avatar
Written by Alet Drijfhout
Updated this week

Before you get started with the Property Inspect Maintenance Module, take a few minutes to configure your settings for a smoother and more efficient workflow.


Getting Started

To include the maintenance reporting link in all emails sent from Property Inspect:

  1. Go to Settings > General > Inspection Settings.

  2. Enable the toggle: Include Maintenance Link in Emails.

💡Copy the maintenance link and add it to your website or a button for easy access.


Find it by navigating to Properties > Actions > External Maintenance Reporting.


Customizing Property Action Categories

By default, Property Inspect includes these action categories:

  • Needs Cleaning

  • Needs Maintenance

  • Needs Repair

To create your own:

  1. Navigate to Settings > Actions.

  2. Select Property Actions Category.

  3. Click + New Category or edit existing ones as needed.


Managing Notifications and Portfolios

Default Inspector

Assigning a default inspector to a property ensures the right person is auto-assigned and notified.

  1. Open a property in Property Inspect.

  2. Click Edit.

  3. Set the Default User.

This user will:

  • Be suggested automatically during inspection scheduling.

  • Receive maintenance request notifications.

  • Be notified when contractors submit RFQs.

Smart Maintenance Configuration

To auto-assign a priority level based on action type:

  1. Go to Settings > Actions > Property Actions Category.

  2. Select an action type.

  3. In the right-hand panel, set a Default Priority.

💡 This priority can always be overridden later during action management.

Advanced Action Notifications

Set up specific notifications for your maintenance team:

  1. Go to Settings > Actions > Property Actions Category.

  2. Click Manage Notifications in the right-hand panel.

  3. Add email recipients in the pop-up screen.

ℹ️ Refer to this article for more info:
Auto-Send Action Reports & Checklists

Portfolio Management

Use Portfolios to control which actions are visible to different team members.

This allows you to:

  • Limit dashboard visibility.

  • Align access with role-based permissions.

ℹ️ Learn more about team permissions and portfolios here.


Archiving Old or Outdated Actions

If you have made use of Property Inspect for a number of years, chances are that you have a number of outdated or irrelevant actions in Property Inspect. These may include actions flagged from inspections, rectified and managed outside of Property Inspect.

To clean things up:

  • Archive actions that are no longer relevant or were resolved outside the platform.

❗ Archived actions remain accessible if you enable Include Archived when searching or filtering actions.

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