Create & Action Maintenance Requests

  • Last updated on March 12, 2024 at 5:44 AM

Summary

Learn how to create maintenance requests and send work orders or quote requests in Property Tree.

Covered in this article: 

Create a Maintenance Request

Maintenance requests are created from the Property Profile.

  • Property Profile > Actions > Maintenance Request

The Maintenance Request Details will be displayed on your screen. 

  • Requested By -Select the Relevant party who requested the maintenance. From the drop down menu the following options will be available:
    • Agency 
    • Ownership Contacts
    • Tenancy Contacts
  • Summary - Enter a summary of the maintenance request
  • Details - Add full details of the work required. This will also show to the creditor so ensure you provide as much detail as possible
  • Add Job with these details - This will automatically be ticked and will create the job for you
  • Save - Click save to create and finalise the maintenance request

The Maintenance Request page will now display. This page which provides an overview of the information relevant to the property. 

The maintenance requests details can be amended if required by clicking on the edit pencil. 

Maintenance Jobs

In the Maintenance Jobs section, the status of the work order is displayed: 

  • Open - The maintenance request has been created but no job has been added
  • Quote Request - When a quote request has been sent from Property Tree, the status will automatically update to this status. If you send the quote request manually, you will need to update Property Tree to the correct status
  • Work Order - When a work order has been sent from Property Tree the status will automatically update to this status . If you send the work order manually, you will need to update Property Tree to the correct status
  • Invoiced - This status displays when an invoice has been linked to the job, but the job has not been completed
  • Completed - The job can be set to completed at any time, with or without an invoice being linked. It is recommended to link an invoice and complete the job at the same time

If the Owner has decided to attend to the request themselves, click the 'Owner Attending' button (located on the right side of the Maintenance Jobs page). You will not need to doing anything further until the owner or tenant confirms that the work has been completed. 

Adding Jobs

To add additional jobs to this request:

  • On the maintenance request page, click Actions > Add Job 

Multiple Jobs are displayed in separate tabs on the maintenance request and is managed individually.

You also have the option to Add/View/Edit Notes, Add/View/Edit Tasks and images relating to the job, if required.

Once all jobs have been added to the Maintenance Request, quote request and work orders can be sent.

Send a Work order or Quote Request

To send a quote request or work order, select the relevant job and attach a creditor to the job: 

  • Click the + button at the bottom of the Creditor section

  • Search for and select the creditor 
  • Click OK

There will now be more options available from the Creditors Actions menu.

  • Click Send Work Order, to send a work order OR Send Quote Request to send a quote request

The Send Message screen will display.

  • Message Type - Select the required option from the drop down menu. The options available are 'Work Order' and 'Quote Request'
  • Preferred Contact For Access - Select the relevant contact from the drop down list. This is the point of contact for the creditor to arrange access as required
  • Send Message checkbox - If this box is ticked, the contact entered will receive the work order
  • Send Copy to - If you want to send a copy of the work order to another party, you can enter the email address here
  • Subject & Body - This section can't be altered. The template used for either a work order or quote request and is set up under Automated Communications

Note: It is recommend to add a section in the template to inform the creditor that the invoice relating to the job should be made out to the ownership. 

  • Link to all attachments from jobs - If  there are  images added to the job, ensure to tick this checkbox. A link will be attached to the email so the recipients can view the relevant images
  • Send - This will send the work order or quote request to the specified recipients

The job status has now updated to either quote request or work order depending on your selections.

Repeat these steps for each job attached to the maintenance request. 

Maintenance Requests via Property Tree Portals

Tenants and owners can request maintenance through the Tenant and Owner Portal. This will automatically create a maintenance request in the property profile. 

If a maintenance request is logged through the portal you will be notified via the message centre. Any images added to the maintenance request will be visible on the portal. 

For further information on how Maintenance Requests is displayed on the portal: