Maintenance

To log a repair, choose Maintenance → Work Orders in the sidebar, then New Work Order. Only Summary is required. Pick a Priority (Low, Medium, High or Urgent; Medium to start), a Category (Plumbing, Electrical, HVAC, Appliance, General, Landscaping, Pest control or Cleaning) and a Due date, then choose Create Work Order. New work orders are Open.

You can also open one from a unit with Actions → New work order. In the work order's editor, set its location (property, unit, tenant, room and equipment) and its entry and access details: permission to enter, keys, codes, pets and preferred times.

Work Orders holds two kinds of record. A request is a problem a resident reported from the resident portal, or one you log as a request; it's Submitted, In review, Approved, Rejected or Converted. A work order is a job to do; it's Open, Scheduled, In progress, On hold, Completed, Cancelled or Draft.

To act on a request, open it and go to Request Triage: review it, then choose Convert to work order. The same record becomes an Open work order, so its history and photos stay with it.

The view menu offers All work orders, Work orders, Requests, Field, Open, Overdue (open past their due date) and Awaiting approval, and you can filter by priority, vendor and property. The figures show open work orders, overdue ones, those awaiting owner approval and this month's cost.

An open work order's Actions menu moves the job along:

• Assign vendor: Vendor is required. Add a technician, how you dispatched it, a not-to-exceed amount and instructions, and optionally book the visit's date and time window.
• Schedule: Date is required, with a technician, time window and ETA, and the work order becomes Scheduled.
• Start work: sets In progress.
• Put on hold: a reason is required, with the date you expect to resume.
• Cancel work order: a reason is required.

The editor's Dispatch group keeps the assignment, every vendor dispatched to the job and the owner approval.

Jobs that cost more than a property's owner approval limit need the owner's sign-off. The limit comes from Settings → Fees & Policies ($500 to start; see Fees and policies), or the property's own override under Maintenance Rules. A work order's Owner Approval section shows the limit, the amount (the amount you enter, else the accepted estimate, else the total cost) and whether approval is required.

• Request approval: Approver and Amount are required, with how you asked and when you need a decision. Property records the request but doesn't email the owner: contact them yourself.
• Record approval (who approved, required) and Record rejection (who rejected and why, both required) close the request.

An owner with portal access can approve or reject a pending request from the owner portal. A rejection there needs a reason, and approving a job that was on hold waiting for approval takes it off hold.

The editor's Money group holds vendor Estimates, the job's Costs (labor, materials and trip line items) and Billing: a tenant chargeback, owner billing and vendor bills. To pay the vendor, choose Actions → Create vendor bill. Amount and Due date are required, and the bill is created in Accounting → Bills & Payables, linked to the work order.

On site, the technician's Checklist, Time Log, Materials Used, Field Report and before-and-after Photos are recorded in the On site group.

To close the job, choose Actions → Complete…:

1. Resolution: the resolution and Completed on are required, with hours on site, root cause and who signed off.
2. Parts used: ticked parts are deducted from Inventory & Parts.
3. Close: flag a follow-up, and optionally ask the tenant for feedback.

Reopen brings a completed or cancelled work order back.

Maintenance → Preventive & Recurring holds schedules for work that repeats, like filter changes or gutter cleaning. Choose New Schedule: only Task is required. Pick a Frequency (Weekly, Biweekly, Monthly, Bimonthly, Quarterly, Semi-annually, Annually or Custom; Monthly to start), the First due date and a category.

In the schedule's editor, set what it applies to: Property-wide (one work order), A specific unit, Every unit in the property or Listed assets / equipment. Set how many days before the due date to create the work order, whether to skip an occurrence while the last one is still open, seasonal months, an end date, and the vendor, cost, priority and instructions the work orders get.

A schedule is Active, Paused or Ended. Its Actions menu has:

• Generate now: creates this occurrence's work orders and moves the schedule to its next due date.
• Skip this occurrence: moves to the next due date without creating anything.
• Pause and Resume (which asks for the next due date).

Generate Due at the top of the list creates work orders for every schedule that's due. Schedules with Generate automatically turned on are also picked up by the Preventive work orders scheduled job; see Scheduled jobs.

A unit turn gets a vacated unit ready for the next resident. Start one from a unit with Actions → Start turn, when you schedule a move-out, or with New Unit Turn on Maintenance → Unit Turns (only the turn name is required). A turn is Not started, In progress, Ready or Leased.

A turn's Actions menu:

• Start turn: sets In progress.
• Add vendor task: creates a work order linked to the turn. Its costs count toward the turn's actual spend.
• Load standard checklist: adds the standard make-ready tasks, each To do, In progress, Blocked or Done.
• Mark ready: Ready on is required. Optionally mark the remaining checklist tasks done.
• Mark leased closes a ready turn, and Reopen turn brings it back.

Switch the screen between List and Board. On the board, each status is a column, and a card's menu moves it to another. The figures show active turns, ready units not yet leased, turns past their target date and actual spend against budget.

Maintenance → Inventory & Parts tracks the parts and supplies you keep in stock. Choose New Item: only Item name is required. Set the SKU, category, quantity on hand, reorder level and unit cost.

An item is In stock, Low (at or below its reorder level) or Out of stock (zero or less), worked out from its quantity. Its Actions menu changes the count and logs each change:

• Record restock: the quantity received is required. A unit cost entered here updates the item's unit cost.
• Record usage: the quantity used is required. It deducts stock and logs the part on the work order you pick.
• Adjust count: enter what's physically on the shelf, and the difference is logged as an adjustment.

Completing a work order also deducts the parts ticked in its Parts used step. The item's editor keeps supplier details, the preferred vendor and any open order.