Our Action & Maintenance module makes property maintenance easier. It shows you how to create and manage maintenance requests and track their progress. This system helps property managers improve operations and maintain properties effectively. In this guide, you'll learn best practices for managing your maintenance tickets.
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Actions Dashboard
The Live Actions Dashboard is a useful tool for managing all of your maintenance tasks in one place. This article will guide you through the various features and functions of the Actions Dashboard.
1. To access the Actions Dashboard, navigate to the Properties tab at the top of your dashboard, and then select the Actions tab:
2. Once you are on the Actions Dashboard, you will see an overview of all your maintenance tasks. This includes any ongoing issues, upcoming tasks, and completed actions.
Use the settings cog to select which categories' you would like to see on the dashboard:
3. Under your action categories, you will see the below headings:
Search: Find specific actions using a keyword.
Grouping: Select how to organise your actions.
Responsibilities: Display actions based on who is responsible.
Action: Categorize actions by type.
Status: Sort actions by their status, such as Pending or Complete.
Raised By: Filter actions by the individual or contact who created them.
Date: Narrow down the actions list by specific dates.
3. If you need to add comments to an issue, click on the three dots next to the issue and select View Action button:
From this tab, you will see the Details of this action:
When you click on the Notes tab, you can add further notes to this action:
4. For more details on a specific property, click on the address on the left side of the screen.
This will take you to the property actions page, where you can view more information and obtain quotes and approvals if needed.
💡 If you have any questions or need assistance with the Actions Dashboard, please don't hesitate to reach out to our team.
Adding Maintenance/Actions' Tickets to a Property
Flag actions and issues easily, and it allows you to file maintenance tickets for properties. This streamlines the process of reporting and addressing problems, ensuring timely resolution and better property management.
How are actions/maintenance tickets flagged?
Added/flagged during an inspection
Add an maintenance ticket on a property level (see below)
Via a unique tenant link (see below)
1. Navigate to the property on your online dashboard >> click on the Actions tab for this property:
2. Click on Create Action to create your action/maintenance issue:
3. Once your maintenance issue has been created, click on the three dots >> click on View Action to see an overview of the details for that issue:
4. You can add your own Notes to the action to keep each issue updated with information:
Tenant Issue Reporting Link
Empower tenants to easily submit maintenance requests and report issues through a user-friendly link. This streamlined process ensures that all tickets are automatically logged onto the property on your Property Inspect dashboard, facilitating quicker responses and enhancing communication.
1. To send your tenant a link to file their issues, navigate to the Property's Info page on your dashboard.
Click on the pencil icon above your contacts:
2. Go to the contact you want to provide the action reporting link to, and click on the three dots >> click on Send External Tenant Link:
3. Your tenant will then receive an email with the unique reporting link:
4. Each time the tenant clicks on the link, they will see the below form to file their action:
5. The tenant can select an action from the dropdown menu available on your dashboard:
6. The tenant can leave their comments/notes about the issue they are filing, add any attachments and then press the Submit button:
7. Once the tenant submits an issue from their side, you will receive an email notification:
8. This action will then be listed on the property's actions list on the dashboard:
Action/Maintenance Ticket Management
Streamline ticket management by allowing users to change status, adjust costs, and easily edit details. By centralising status updates, cost adjustments, and communication, users can quickly manage tickets, track actions, and maintain clear records.
1. When on the Actions Dashboard, you will also have the below options:
Status
Cost
2. You can choose the corresponding status for the maintenance/action issue:
3. If you need to add comments to an issue, click on the three dots next to the issue and select View Action button:
From this tab, you will see the Details of this action:
When you click on the Notes tab, you can add further notes to this action:
Action Reporting & Work Orders
This feature allows you to efficiently filter and select issues for reporting. Simply create a document, title it (e.g., "Request for Quote" or "Approval"), and share it with your chosen recipient. Responses will be directed to your email, and you can easily update the status of the issues as needed.
1. Navigate to the property on your online dashboard >> click on the Actions tab for this property.
Use the filters' options to select the actions/maintenance issues that you want to send to a recipient:
2. Once you have filtered all of the actions/issues you want to send, click on the Create Document button:
3. Choose what type of document you want to create:
Action Report
Generate a static document for the listed actions that will summarise the required works without any interaction, inputs or options.
Work Order
Create a new task that can be assigned to an internal user, including a checklist of actions, the ability to add notes and costs, and an option to mark it as complete.
Creating an Action Report
You can customise the name of the Action Report according to your preferences:
Once you create the report, you will see it listed on the Actions' page:
You can click on the Share Report button to send the action report(s) to your recipient(s):
Creating an Work Order
Once you click on Create Work Order, you will then need to add the details for this Work Order job:
Once created, the Work Order job will appear on your dashboard like your other inspections.
Click on Start Report to continue this Work Order job (or Fetch to the app):
You will see the actions you filtered while creating this Work Order displayed. You can conduct the work and update the fields as you do with your inspections.
