Load & Manage Maintenance Records

Load & Manage Maintenance Records

1. Click Admin on the Main Menu. 



2. Click on Customer Files.



3. Select Rental or Sales on the menu heading.

4. Click on the File Name to open the file. 



5. Customer File will open. Click on Maintenance on the file tab ribbon bar. 



6. Maintenance tab will open. 

Add a Maintenance Record

1. To add an Maintenance Record to the file, click on Add Maintenance button,



2. A new maintenance record screen will open.

3. Under the Maintenance Details section, select the date report (mandatory) and add a Brief Description (mandatory).



6. Click Save to create the new maintenance record. You can add additional fields once the record is created.



7. Maintenance record will appear on the maintenance list. 



Edit an Maintenance Record

1. Click on the Maintenance Record button. 



2. Selected maintenance record screen will open.  
3. Click on Edit button.



4. To confirm changes, click Save button.




Overview of Maintenance Record sections

Maintenance Record Dashboard 

The Maintenance record dashboard will automatically update based on specific fields populated in the “Maintenance Details section”, “Contractors section” and “transactions sections” of the record. (see Overview of Maintenance Record sections)



Maintenance Details Section

This section is to keep track of maintenance requirements. The following fields will update the on mini-dashboard. 
  1. Date Reported (mandatory): To set the date and time, click on calendar () icon for the date.
  2. Brief Description (mandatory): Type in the description of the maintenance required. 
  3. Priority (optional): Select the priority of the maintenance. 
  4. Reported to Landlord (Optional): To set the date and time, click on calendar () icon for the date. Will appear on mini-dashboard. 
  5. Status (Optional): Adjust Status during the maintenance process.  Will appear on mini-dashboard. 
  6. Quotes required (optional): The number of quotes the Landlord or Tenant requires. Will appear on mini-dashboard. 



Issues

All fields in this section are optional. This section is to keep track of maintenance issues that occurred for the records. Issues can be assigned to contractors and will appear on various reports generated through PropWorx. (see Maintenance: Issues)



Contractors

All fields in this section are optional. This section is to keep track of contractors, quotes, and job card. Contractors can be assigned to issues and can be approved or rejected from the maintenance job. (see Maintenance: Contractors, quotes & Job Cards)




Add an Issue

1. Scroll down to the “Issues section”, click on Edit button.



2. Click on Add Issues.



3. The New Issue screen will appear.

4. Fill in the mandatory fields. All other fields are optional.
  1. Issue (mandatory): select the issue type from the drop-down or type in the issue.
  2. Priority (mandatory): select the issue priority, choose between Low, Medium and High.
  3. Areas: Type in the area in the field and select. Multiple areas may be linked to the issues. To add new areas, click on the Area Settings () to add new areas for selection. 
  4. Action: select action to manage the issue. 


5. Click on the Create Issue (Add Images) button.



6. Optional: Attached images or documents to the issue.
  1. Add: Click on the Camera Icon (). Search device for images or documents and click open. 
  2. Delete: Right click on image or document and select delete. 



7. Click Save to create issue. 



8. Issue will be created and appear as white for Unassigned. The issue will also appear on the Maintenance report.
  1. Assign the issue to a contractor (appear as green rows) (refer to Maintenance – Contractors, quotes & Job Cards).
  2. Edit the issue
  3. Delete the issue


9.  To confirm changes to the maintenance record, click Save button.




Add a Contractor

1. Scroll down to the “Issues section”, click on Edit button.



2. Click on Add Contactor.



3. The Contractor screen will appear.

4. In the Select and Existing Contactor drop-down menu, users can choose to link:
  1. Option A) Link an Existing Contractor – type in the search field. Select by clicking on the contractor to be appointed to the record. 

  1. Option B) Create a New contractor– click on the add () button. Select the contact type (i.e., Person or Company). Create New contact screen will appear. 


5. Click the Appoint Contractor button.



6. Assign Issues (optional): Select issues from the select issues to address dropdown (refer to Load & Manage Maintenance Issues)



7. Click Save to load the contractor to the maintenance record.



8. Contractor will be loaded to the contractor section. User will have ability to (see Load & Manage Contractors, quotes & Job Cards. 
  1. Request Quotes and quote approvals
  2. Manage job Cards
  3. Manage contractor invoice
  4. Delete the contractor


Close the Maintenance Record

1. Click on the Maintenance Record button. 



2. Selected maintenance record screen will open.  
3. Click on Edit button.



4. In the “Maintenance Details section”, select the Closed from the status drop-down.



5. To confirm changes, click Save button.


6. After saving the record, the maintenance will now be categorized as Closed in the maintenance list.



7. Reopening a Maintenance: If you need to reopen a closed maintenance, edit the closed maintenance record and change the Closed status to open. Save the changes, and the maintenance will be moved back to the Open status.

Deleting a Maintenance

1. Click on the Maintenance Record button. 



2. Selected maintenance record screen will open.  
3. Click on Delete button.



4. Confirm the deletion by clicking Yes when prompted.



5. The Maintenance record will be permanently removed.

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