Maintenance

The Maintenance section holds three screens: Jobs, Inspections and Contractors. A job is one piece of work on one property. An inspection is a walk through a property, recorded area by area. A charge is an amount someone pays for a job; charges are listed under Finance as Maintenance charges. People in the field use the operations app for their own jobs and inspections.

Jobs

Open a job from the Jobs screen, from a property, from a lease, or from a renter’s report. A job records:

• the property, and its active lease when it has one;
• the category of work and how urgent it is: urgent, high, normal or low;
• what is wrong, and how to get into the property;
• the kind of repair: necessary or minor;
• the team member responsible, and the contractor once the work is given out;
• the day and the time window;
• the estimate and its currency;
• who pays.

A job is never deleted and nothing closes it by itself. Every change is audited.

From new to done

Scheduling and the calendar

When the property is a holiday home, Schedule offers Block the property’s calendar for the job’s days, so no guest can book them. If a stay already covers those days, the block is not made and you see a warning; the job is still scheduled. Cancelling the job removes its block.

The job sheet and photos

Send the job sheet emails the contractor in your company’s name: the property’s address and unit, what is wrong, when, and how to get in. The renter’s name and phone go on it only when you tick the box, and that choice is audited.

Add photos takes before and after photos from the back office or the operations app. Each photo is checked, cleaned of its location and other hidden data, and kept in your company’s own file storage with one preview. While no storage is connected, photos wait rather than being refused.

Who pays

Each job has a payer: the owner, the renter, your company or a guest. The default comes from your Maintenance settings. On a leased property it follows the kind of repair: necessary repairs default to one payer, minor ones to another. On any other property, the default is the property’s owner, or your company for its own properties. You can change the payer on each job; the change is audited.

Estimates and the owner’s approval

A job whose payer is the owner needs the owner’s approval when its estimate is above the owner’s limit. The limit is the owner’s own, set on their record, or your company’s limit from Maintenance settings. An estimate in another currency than the limit’s always needs approval.

• Ask the owner shows the request in their owner space and emails them. The owner approves or declines with a note. Only the owner who was asked can answer.
• Record the owner’s answer keeps an answer given by phone.
• Go ahead proceeds without an answer, with a reason the owner reads in their space.
• In the owner space, the request is a card at the top of Maintenance: the property, the category and kind of repair, the estimate against the owner’s approval limit, when it was asked; Approve and Decline each open a sheet for an optional note.

Approval needed and not given is a warning, never a lock: the company decides.

Completion and charges

Done records the completion and the resolution. Then Add a charge records what the job cost: a description, the amount and currency, the payer, and the contractor’s invoice reference.

Recording a charge books it: your company’s day and the owner it is charged to are kept on the row and never change. The owner is the lease’s landlord when the job is on a lease, otherwise the property’s owner. A charge is never edited. A mistake is cancelled, which books a reversal on its own day, and a new charge is recorded. Charges to the owner appear in their statement; charges to the renter show on the lease and can be marked paid.

Alerts and who sees what

My work and the dashboard list your open jobs (urgent first), new reports from renters, approvals needed and not asked, answered approvals, your inspections still to do, and missing move-ins and move-outs. The sidebar badge counts urgent jobs and new reports. No email is sent to staff.

People with “see every job” see everything. Others see the jobs and inspections assigned to them, those on leases they handle, those on properties whose operations contact they are, and those they created. Log activity and Add a follow-up work on a job; its entries stay on the job and its property.

Who changes a job

A job is changed by the team member it is assigned to, by anyone who works on jobs while nobody is assigned, and by people whose role may change jobs assigned to others (Super Administrators, Administrators and Managers by default). Anyone else who sees the job sees it read-only: no edit, Schedule, Done or Cancel, no request to the owner, no charge or photo, no activity or follow-up. The operations app keeps its own rule: its jobs and its properties. An owner’s answer to an approval stays the owner’s.

If someone changed the job’s status or who it is assigned to after you opened its page, your save is refused with who changed it and when. A change made by someone other than the assignee is marked on the timeline and in the audit log. Your company’s own systems, through the API, are not held by this rule.

Inspections

An inspection is recorded area by area: each area’s condition (good, fair, poor, damaged or missing), a note and photos.

When you plan an inspection, its areas are written from the property’s rooms: entrance, living room, kitchen, each bedroom and bathroom, and balcony. You can add areas. Finishing records the meter readings (electricity, water, gas), the keys handed over and, if you want, the renter’s signature drawn on screen.

Moving out

A move-out shows each area’s condition at move-in beside its condition now. Each area can carry a deduction from the deposit and can become a job with one press. End the lease is then prefilled: the amount withheld is the move-out’s deductions plus the renter’s unpaid charges in the lease’s currency, and the amount returned is the rest of the deposit. Charges in another currency, or a missing move-out, are warnings.

A move-in is missing when a lease starts within seven days, or started in the last thirty, without one. A move-out is missing when a lease ends within fourteen days, or ended in the last thirty, without one and without a renewal. Both show on My work.

The renter’s report page

Each lease can have one secret link to a page of its own. Copy it from the lease and send it to the renter by whatever channel you use. On that page the renter reports a problem: what, where, whether the property may be entered, and up to five photos. The report becomes a new job reported by the renter. The page lists that lease’s reports with their status only: no staff names, no amounts. Reports are limited per link and per address. Making a new link ends the old one. No email goes to the renter.

Contractors

The Contractors screen keeps the firms you call: name, trades, a contact name, phone, email and trade licence number. Everyone who works on jobs sees them. A contractor named on a job is never deleted; make them inactive instead.

Maintenance settings

Settings, then Maintenance, then Maintenance settings holds your company’s rules: the owner approval limit and its currency (empty means approval is never asked), and who pays necessary repairs and minor repairs on a leased property. The payers start from your region’s starter pack where one exists (Abu Dhabi: necessary repairs to the owner, minor ones to the renter) and keep your changes. No amount is ever filled in for you.

Charges in Finance

Every charge is a row on Maintenance charges under Finance, with its booked day, owner, payer, invoice reference, and whether it was cancelled or settled. The Costs report, under Reports > Maintenance, lists them and sums them by property, category, contractor and payer. See Finance and Reports.