The Maintenance feature.
Maintenance management made easy: Your comprehensive guide to using the Maintenance feature.
Explore the Maintenance Feature.
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Create a new maintenance request (from Community Manager).
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Create a new maintenance request (from the app).
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Managing maintenance requests.
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Managing request types, request forms + maintenance permissions.
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Assign a request to a staff member.
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Configure status requests.
Create a new maintenance request (from Community Manager).
To create a new maintenance request, from the dashboard:
Click the ‘Maintenance’ feature by clicking the link in the left side menu.
Select ‘New Request’ at the top left of screen.
Enter the following details:
Name (search from the users list)
Location
Contact Number
Select Job Type
Title for the work required
Description of work required
Upload an image.
Select Yes / No if the person must be home during the work (if ‘Yes’, enter the available times).
Click ‘Save’.
Your maintenance request has now been submitted.
Create a new maintenance request (from the app).
To create a maintenance request from the app:
Click the circled plus icon at the bottom right of screen.
Select ‘Request’.
Enter the following details:
Name
Contact Number
Address
Select the job type from the drop down list.
Enter the ‘Title’ of the maintenance request.
Enter the ‘Description’ of the maintenance request.
Select Yes / No if the person must be home during the work (if ‘Yes’, enter the available times).
Upload an image by clicking the camera icon.
It’s now time to create your request, by clicking the ‘Done’ button at the top right of screen.
Managing maintenance requests.
Managing maintenance requests on Community Manager.
All maintenance requests can be viewed from the ‘View Requests’ dashboard. The status for each request will show if the job is unassigned / in progress / completed. Residents will be notified as the job gets updated.
To edit or manage the requests:
Click the request name or the pencil icon.
Assign this job to a member of the maintenance team by clicking ‘Assign’ and then selecting the relevant team member - they will receive a notification in the app (this is only visible to staff users).
Choose the level of priority of the job by selecting low, medium or high (this is only visible to staff users).
Update the progress of the job by clicking the drop down list in the ‘Status History’ menu. Select either unassigned / in progress / completed.
Add a note to the job by clicking the ‘Add Note’ button (this is only visible to staff users).
Message the resident in the comments section to provide updates of the job.
Edit details of the request by clicking the ‘Edit Details’ button.
Managing maintenance requests on the app.
All maintenance requests can be accessed via the ‘More Menu’ under the ‘Request’ section. The status for each request will show if the job is unassigned / in progress / completed. Residents will be notified as the job gets updated.
To manage the requests:
Click the request name.
Select the drop down arrow next to ‘Details’ to view full details about the request.
Update the progress of the job by clicking the ‘Status’ button (Unassigned). Select either unassigned / in progress / completed.
Choose the level of priority of the job by selecting low, medium or high (this is only visible to staff users).
Add a note to the job by clicking the ‘Notes’ button and then click the Plus button (this is only visible to staff users).
Assign this job to a member of the maintenance team by clicking ‘Assigned To’ and then selecting the relevant team member - they will receive a notification in the app (this is only visible to staff users).
Message the resident by clicking the ‘Leave Message’ button to provide updates of the job.
Managing request types, request forms + maintenance permissions.
Setting-up request types and request forms
The ‘Request Types’ dashboard is the place to manage the different request types for your community. In a residential setting you might want to allow your residents to choose from a drop down list of request types like, gardening, electrical and IT support. The types you set up can be configured based on how you manage your community.
Create a new request type.
Select ‘New Request Type’ at the top left of screen.
Enter the following details:
Request type title.
Email address to receive notifications for this request type (multiple email addresses to be separated by comma).
Description.
If you want to create a new request form, select yes and a new set of options will appear.
Create a new request form.
Enter the following details:
Add each form field:
Select the field type.
Enter the field name (label).
Check if this field is optional.
Check if you would like this field to be the form submission title.
Select ‘Add New Field’ to add more fields.
Click ‘Save’.
Your request type and form has now been created.
Managing maintenance permissions
Maintenance permissions can be managed in the user type settings section of Community Manager (Dashboard > Users > User Types):
Manage Maintenance Types allows a user to create/edit/delete the job types available.
Maintenance Tracking allows a user full admin capabilities/overview of all jobs within a site.
Manage Assigned Maintenance allows a user to be assigned a request. If they are assigned, they will have visibility and admin privileges for that request. They won’t see requests they haven't been assigned to.
Assign a request to a staff member.
The Maintenance suite allows you to assign requests to specific staff members for fulfilment. Additionally, a new permission has been introduced, enabling users to view only the requests assigned to them.
To assign a job to a team member, from the dashboard:
Select ‘Maintenance’ from the left side menu.
Open the relevant job you wish to manage.
Select ‘Assign’ (top right corner).
Select the team member.
Select ‘Confirm’.
The job has now been assigned to this team member and they will receive an in-app notification.
Assigning maintenance requests on the app.
Maintenance jobs can also be assigned to a team member via the app.
Select the ‘More Menu’.
Select ‘Request’.
Click on the relevant job.
Click ‘Assigned To’ to select the relevant team member (they will receive a notification in the app).
The job has now been assigned to the team member.
Configure status requests.
To configure your status requests, from the dashboard:
Select ‘Maintenance’ from the left side menu.
Select ‘Feature Configuration’ on the left.
Select the ‘Pencil’ icon to edit an existing status.
Select the up or down arrow to change the order of the status.
Add another status by selecting the ‘+’ icon.
Enter the following details:
Label of the status
Status category
Colour of the status
Click ‘Save’.
Your new status has now been created.
