1. Raising a work order
Go to Lettings Properties > Maintenance
Locate the report in question
In the Work order column, click on the + icon
Ensure the correct contractor is assigned
The title of the maintenance item will automatically pull through to the Subject field. Please amend if required
The person to be billed defaults to list the landlord's name. Please leave blank if the agent is to be billed
If the tenants are to be contacted for access, use the Copy to contact box buttons (detailed below) to add their contact details to the work order
Copy all to contact box - this will copy the contact details of all in-residence tenants into the Contact details for access field
Copy to contact box - If only one tenant is to be contacted for access, click the Copy to contact box button against their name only
If required, edit the text in the Work description box
Any important notes logged against the property will be listed within the Property notes for table. This allows users to check to see if there is anything important the contractor should be made aware of. For example, if the property has a gas cover policy, any warranties or an alarm.
Click Create work order - two things will now happen.
In a new browser window, the PDF work order will be generated
A pre-populated email to the contactor will pop up which contains a URL link to the work order document
Users can then update the status of the maintenance report so that it reflects that the contractor has been contacted. To update the status of a job:
Go to Lettings Properties > Maintenance
Locate the job in question
In the Status column, expand the dropdown and select the most relevant status. For example, Contractor advised
2. Viewing previously generated work orders
URL links to generated work orders are automatically saved within the Maintenance notes section allowing users to refer back to them if required.
Go to Lettings Properties > Maintenance
Locate the report in question
To the left-hand side of the address, click on the maintenance notes icon (
)Locate the Additional notes in connection table (found at the bottom of the page)
Information regarding all work orders generated against this report will be listed including the date the work order was generated and a URL link to the document
To open a previously generated work order, click on the URL link
Video tutorial