Product Update: Search and Edit Maintenance Requests

Search Maintenance Requests

To view a list of the open maintenance requests for your property, click on the Maintenance tab and select Search Requests. 

If you'd like to view requests that are currently on hold or that have been closed out, be sure to check the appropriate filters under the Status option.

Click the Advanced tab to select a specific date range, include requests from units that have been deactivated, show all notes associated with each maintenance request, or choose to display recurring tasks only.

Edit/Change the Status of a Maintenance Request

Click on the Maintenance tab and select Search Requests. 

Next, click the request you wish to edit or update. 

To edit any of the information regarding the Maintenance Request such as the unit number or maintenance issue, click Edit in the lower right corner of the first section. 

To edit the assigned vendor or assigned employee use the drop-down menus in the Assignments section.

You may also edit the assigned employee, assigned vendor, or maintenance category for more than one request at a time. 

Check the box next to the requests you would like to update, then click Edit which will appear at the top of the list.

In the pop-up window, you will be able to update the category, status, assigned employee, and vendor for all of those requests at once. 

Click Update when done.

You may change the status of a Maintenance Request through the Edit screen. Select the appropriate status near the top of the page

The On Hold status can be used for requests that cannot be completed at this time due to external factors, it will remove the request from your Open Maintenance Request list. 

When selecting the On Hold status you will have the option to select a date which will automatically change the request back into the Open status. 

You may also click anywhere outside the calendar selection to place the request on hold indefinitely. 

Changing your Maintenance Request to the Closed status may send a notification to your residents. This notification is based on the settings of your building, and can be changed by a manager or Security Officer under Settings > General Building Set-Up Options, Section (14) Maintenance Request (Notifications) 

Regardless of your building settings, changing the status to On Hold will not trigger an email notification to the resident on its own. 

However, a comment will be automatically added to the Activity Log, which may trigger an email to the resident notifying them of an updated comment.

You may add a Photo or Document to the Maintenance Request.
You will find both options near the bottom of the page, click +Add images to add a photo
Or click +Add documents to add a document file.

You may drag and drop the image or document, or select from your finder.

Please keep in mind these files have a 4MB size limit.

You may add a Caption, select the image Type/Category, or Hide the image from the resident if needed.

To add a comment to a maintenance request, click the Comment box and start typing. 

You may also choose from one of your property's Predefined Maintenance Responses by selecting the appropriate response and then clicking Insert Response. 

To add to the list of predefined responses, see Predefined Maintenance Responses Settings.

If a predefined response is selected, you will still have the ability to edit the text or add additional text as needed. 

You may add a comment to only be seen by staff members by checking the Hide from the Resident check box. 

All saved comments will appear in the Activity Log in the maintenance request details. 

Your residents may be notified of these comments, please check your settings under Settings > General Building Set-Up Options, Section (14) Maintenance Request (Notifications)

 
If the comment was made with the Hide from Resident check box selected, they will not be notified regardless of your settings.

To record how much time was spent or to add charges to a maintenance request, click on either Add Charges or Add Time Spent. 

When you click on Add Charges, an area to add the amount will appear below. 

Add the amount to be charged and choose who is being charged you may choose Building or Resident. 

Don't forget to click Save!

You will see the added charge appear in the Activity log below when done.

If you bill hourly or need to track how much time was spent on the request, you may use Add Time Spent. 

Click Time Spent to add a start and end time, or enter the time manually. 

You may also add who performed the work if needed. 

Don't forget to click Save!

Print Maintenance Requests

To Print Maintenance Request, navigate to Maintenance > Search Requests. 

For individual Maintenance Requests, click the printer icon to the right of the request. 

You may also click the Print List button to print the entire request list.

 You may also print from the Maintenance Request Details by clicking Print work order

You will see a preview of the printed request. 

You may use the check boxes at the top of the page to include photos, comments, and/or private comments.

Next, click the red "Print" button. 

Printing Invoices for Maintenance Requests

To print an invoice, navigate to Maintenance > Search Requests.

Click the request

Click on the Create Invoice.

Select either Generate PDF or Print & Generate PDF. 

You may use the filters at the top to select what to include in the invoice such as comments, resident charges, and/or building charges. 

Viewing Chargeback Reports and Inputting Paid Charges

To record a payment, navigate to Maintenance > Search Requests. 

Select the Maintenance Request

Click Add Charges and enter a negative charge for the amount that has been paid. 

For example: if there is a $10.00 charge and $10.00 has been paid, enter a charge of -10.00. 

If you wish to indicate a check number or additional information about the payment, you may use the Comment field for that purpose. 

Be sure to click Save when done.

To view a report of maintenance charges, navigate to Maintenance > Maint Reports

Select Charge-Back Report. 

For more information, please see our Maintenance Reports help page.