Note: This article is for the newly re-designed module. This updated module is in the process of being rolled out and may only be available to some users. |
Overview
The Maintenance Requests section allows building staff and residents to submit maintenance requests (work orders) online, and allows the appropriate people to receive automatic notifications when new requests are submitted or requests have been completed.
Table of Contents
- Entering a new Maintenance Request
- Entering Multiple Maintenance Requests
- More Information on Maintenance Requests
Entering a new Maintenance Request
To enter a new maintenance request, click on the Maintenance tab and select New Request. You'll be taken to a screen where you can fill out all relevant details.
Note: The fields you fill out on this form will vary, depending on how your building is using the Maintenance module.
Request details section
At a minimum, enter the Unit #, Problem Description, and Maintenance Category and select whether the Maintenance person has permission to enter the apartment to fix the issue. Under the "Permission to Enter" section, there is also a field for "Entry Instructions," where you can input instructions like "Come after 2 pm," "Please call first," or "Watch out for the dog."
If the maintenance request is for a common area (a building-wide issue), select Mgmt Unit to populate the "Unit #" field.
If you wish to perform a Move Out inspection, or repair for a unit but do not want the resident in that unit to be able to view the request or receive any notifications, you can check the box next to "Don’t show to residents."
Documents and Images can be attached at the bottom of this section.
Once you've filled out the appropriate fields, check the box next to “Print Work Order” before clicking Save if you’d like to print the maintenance request right away. You will also be able to print the request after saving.
Additional details section
To assign an employee to a specific maintenance request, that employee must appear on the dropdown menu under "Assigned employee." To control which employees appear on this menu, please see details on how to edit employees to be assigned to maintenance requests.
If you’d like to use the "Assigned vendor/contractor" or "Equipment" fields please see the Equipment and/or Vendors Directory help topics.
You can also add other information such as email addresses, contact numbers, optional reference numbers and priority.
Entering Multiple Maintenance Requests
If you have multiple maintenance requests that need to be added in one sitting, use the Save and Add Another request button to quickly save one request and start entering another. If you are entering the same request across multiple units, see our Replicate help topic.
More Information on Maintenance Requests
Be sure to check out our help topics on how to change the status of a work request (close it out or put it on hold), how to add comments and charges, how to maintain an Inventory or Equipment database, how to schedule Recurring Tasks (preventative maintenance), and how to run Maintenance Reports.
Staff can also access the Maintenance module through our Geo app.