Managing Maintenance Tasks

For our users in Asia-Pacific and Europe, terms such as "Arrears" and "Tenancies" will apply, while in North America, you would be familiar with "Delinquency" and "Leases". For clarification on regional terminology, we invite you to check out our Glossary of Regional Terminology.

This article serves as your go-to guide for managing and editing maintenance tasks. Our goal is to provide you with step-by-step instructions to ensure the maintenance tasks linked to your properties are tracked, updated, and completed efficiently. Whether you're changing a task's status, adding documents, or communicating task completions to property owners and tenants, we've got you covered.

See Understanding "Jobs" and "Tasks" in Maintenance for more information.

Accessing and Editing a Maintenance Task

To edit a Maintenance Task, you need to locate and open the Task details page, which can be accessed from multiple areas within the software:

• The Maintenance Hub: Click on the Maintenance Task Name or click the Contextual Menu [...] to locate View Task.
• The Property or Contact: Navigate to the Tasks tab and Maintenance Task Name click the Contextual Menu [...] to locate View Task.
• The Calendar Dashboard: A Maintenance reminder by clicking View Task.

Editing Task Details

On the Task Details page, you are able to:

1. Change the Task status using the dropdown selection. Status options range from Incomplete, Complete & Cancelled. 
2. Add Quote Requests and Work Orders through the Add dropdown functionality.
3. Set the task as recurring to automate future maintenance via the Make recurring feature under the Contextual Menu [...]   
4. Add comments for external (visible in the Tenant App) or internal use (not tenant-visible).
5. Manage access to the property by adding key details, facilitating contractor entry.
6. Attach invoices to the task, either by creating new ones or adding existing ones.
7. Create a Work Order or request a quote from suppliers directly from the Task Details page.
8. Attach any vital documents or images to the task for clarity and record-keeping.

Completing a Task

1. Select Complete from the Status dropdown menu.
2. A popup will prompt you to confirm the completion date and cost, ensuring that you include GST/VAT/Tax details if applicable.
3. Add final comments if needed.
4. Click Complete Task to finalize the update.

Post-completion, subsequent steps such as invoicing and communications will be available.

Invoices and Email Communications

When creating an invoice related to the completed task, pertinent data like the cost, involved parties, and descriptions will be pre-filled to streamline the process. Additionally, there are options to:

• Email updates to the property owner.
• Email the primary contact of the tenant.

By adeptly managing your maintenance tasks, you maintain an organized and efficient workflow, ensure accurate record keeping, and foster effective communication with all stakeholders. This comprehensive guide should equip you with the knowledge to confidently oversee your maintenance activities.