1. Colour coding
Each maintenance report is colour coded based on the selected priority level, allowing users to see which issues/jobs are a priority.
Green = Low priority
Blue = Medium priority
Red = High priority
Bold Red = Emergency priority
2. Sorting by reported date
To view jobs by reported date, locate the Reported date column and click on the column header. This will sort the reports chronologically by reported date, bringing those created furthest in the past to the top.
3. Maintenance notes
Additional notes can be logged against maintenance reports allowing users to track the job's progress, such as any responses from the tenant, landlord or contractor. For further guidance on adding maintenance notes, please click here.
4. Maintenance statuses
For internal reference, users can set a status against a job, allowing them to see easily at what stage a job is at, for example, has the owner requested quotations, has the contractor been advised or has the job been cancelled?
To set/update the current status of a maintenance job:
Go to Lettings properties > Maintenance
Locate the job in question
In the Status column, expand the dropdown and select the required status option
5. Due date and chase date
To set the due date or chase date for a maintenance item:
Go to Lettings properties > Maintenance
Locate the relevant maintenance item
In the Due date or Chase date column, click on the calendar icon
Set the required date and time
To add this event to a calendar, tick Add event to calendar and select the relevant calendar name
Click Submit
Once submitted, the column will update to display the selected date. Users can sort by Due date/Chase date by clicking on the relevant column header.
6. Contacting a contractor for an update
To check on the progress of a maintenance item, click on the contractor name within the Contractor column. A pre-populated email will be generated requesting an update from the contractor.