Edit & Delete Maintenance

Editing Work Order Details

Updating core task information, tracking job status, and modifying repair descriptions.

Steps:
To update a live maintenance task:

1. Navigate: In the Work Orders list, click the Pencil (Edit) Icon for the specific order.
2. Review Info Tab: Access the INFO sidebar tab to modify:
   
   • Location: Confirm the Property and Unit.
   • Classification: Update the Category (e.g., Carpentry) and Title.
   • Status: Change the status (e.g., from "Created" to "In-Progress" or "Completed") to keep stakeholders updated.
   • Description: Add more detail to the repair instructions as the job evolves.
3. Save: Click the orange SAVE button to apply changes.

Assigning Workers to Work Orders

Managing the maintenance team members or contractors assigned to a specific repair job.

Steps:
To manage who is performing the work:

1. Navigate: In the Edit Work Order modal, click the WORKERS tab.
2. Assign Staff: Click the orange + ADD WORKERS button.
3. Selection: Search for and select the team member or external contractor responsible for the job.
4. Monitor: View the list of assigned workers and their contact emails.
5. Remove: Use the Actions column to remove a worker if the assignment changes.

Managing Maintenance Images

Documenting visual proof of repairs with "Before" and "After" photo galleries.

Steps:
To maintain high-quality records of property condition:

1. Navigate: In the Edit Work Order modal, click the IMAGES tab.
2. Before Photos: Click ADD PHOTOS + in the "Before" section to upload images of the initial damage or issue.
3. After Photos: Once the repair is finished, click ADD PHOTOS + in the "After" section to document the final resolution.
4. Value: These photos provide undeniable proof of work for owners and help resolve potential tenant disputes regarding repair quality.

 

Linking Invoices to Work Orders

Recording repair costs and material expenses directly against a maintenance task.

Steps:
To track the financial impact of a repair:

1. Navigate: In the Edit Work Order modal, click the INVOICES tab.
2. Record Expense: Click the orange ADD INVOICE + button.
3. Enter Data: Record the cost of materials or contractor labor.
4. Review: The table displays all linked Expense invoices, including their title, amount, and payment status (e.g., Paid or Overdue).
5. Direct Action: You can PAY or WAIVE these linked invoices directly from this screen.

Managing & Converting Tenant Requests

Reviewing resident-reported issues and transforming them into professional work orders.

Steps:
When a tenant reports an issue, you must move it into your professional workflow:

1. Review Request: Open the Edit Tenant Request modal and click the INFO tab.
2. Action 1 - Create Work Order: Click the green CREATE WORK ORDER button to instantly generate a new task. The system will copy the tenant's description and unit details automatically.
3. Action 2 - Link Work Order: If a work order already exists for this issue, click LINK WORK ORDER to connect the request to the active task.
4. Tracking: You can view linked requests under the TENANT REQUESTS tab within the main Work Order edit screen.

Maintenance Documents & Activity Logs

Accessing the permanent record of files and timestamped actions for every repair.

Steps:
To ensure total accountability for property upkeep:

1. DOCUMENTS Tab: Click this tab to upload and store vendor quotes, warranty papers, or site maps relevant to the repair.
   
   • Use NEW DOCUMENT to upload files or start a Fill & Sign session for a work authorization form.
2. ACTIVITY LOG Tab: Click here to view the chronological history of the repair.
   
   • Timeline: See exactly when the status was changed, when workers were assigned, and who created the order.
   • Internal Communication: Use the Leave a comment box to share updates with your team and click SUBMIT to lock the note into the permanent record.

   
   

Deleting Maintenance Records

Permanently removing work orders or requests from the active system.

Steps:

1. Action: From the main Maintenance list, click the Red Trash Icon in the "Actions" column.
2. Warning: Deleting a work order will permanently remove its associated image gallery and activity log.
3. Best Practice: If the work was simply canceled, we recommend changing the Status to "Canceled" rather than deleting, to maintain a complete service history for the property.