One of the key functionalities that you have to perform as a Property Manager is creating maintenance requests, for the properties registered in the system.
To manually post a job, you will need to click the '+ Job Post' button in the top right hand corner of your dashboard. There you will find 3 options;
Email from a tenant or owner (Automated Entry): Drag and drop an email from the landlord or tenant into the system and extract the title, body and any attachments from the email and populate the request.
Call from a tenant or owner (Manual Entry): This is where you will manually enter your information based off a call or email from a tenant or landlord.
Invoice Only: The invoice only option is designed for instances where a trade has completed work outside of the system, with no work order. Simple enter in the request and upload the invoice for record purposes.
You can manually post a job for an issue reported via email or phone from a tenant or owner, call by following the 5 steps below.
Property: Begin writing the address and it will show the addresses that match.
Tenant: Once you select the property the tenant's details will be filled in automatically.
You can also select 'not required' to exclude the tenant from the job, the trade will also not receive the tenant's contact details.
Can set a vacate date when adding a Tenant to the Property (Tenancy Period)
Job Title: Add a meaningful title for the maintenance.
Job Description: Description of the issue that requires maintenance attention.
Attachments: If you have any photos or videos, you can drag and drop a file into the box.
You will be prompted with a preview of the job with the details and you can edit the details such as Title, Description, Address, Service, Job Budget, Attachments, Job Payer, Tenant, and Owner.
Insights: You will be prompted with the suggested average cost for the job and the average time to complete the job.
Maintenance Type: You can select whether the maintenance request is paid or warranty.
Recurrence: If this maintenance request is a recurring job, such as monthly pool cleaning or garden maintenance you can define the required recurring period. Each month a work order will automatically be sent to the trade.
Priority: Priority will be set to normal if it is not urgent.
Key Collection: Select how the trade can access the property.
Asset Register: The property manager should be able to link an asset to the job that is posted.
Note for the job: The property manager should be able to add a note to the job.
Note for the trade: The property manager should be able to add a note to the trade.
Step 4 is the assigning of a trade, you have 3 options. You can send a work order, request a quote, or post a job using strata or external.
Your Trades / All Trades - These are trades that are registered with your agency. You also have the ability to view a list of all trades that are registered in the B+A, they will appear for selection provided they match the suburb and service of the request.
If your trade is not appearing you can select Include "Trades from all suburbs". When a trade sets up its profile they select suburbs they work in and a surrounding radius.
By selecting this option you will see any relevant trades regardless of their radius options.
"Include pending invitation trades" allows you to send work orders or quote requests to trades who have been invited onto the platform but have not yet registered. The trade will receive the notification however won't be able to view the job until they've registered. (Only relevant if you are on an trade pays model).
Initial Payment: If an initial payment requires to be defined for the work order, the pm can define the payment amount.
Search trades when suggestions are not available - When you are posting a job (work order/quote request/external) and there aren't any matching results for trades or you can't find the trade you are looking for, you can now search and assign the job to the trade you are looking for. Service types of each trade will be displayed for your easy reference and if you want our team to add additional service types for the trade we can arrange this for you with the click of a button.
Mark the prefered trades in the mini profile - you can easily mark/unmark preferred trades for yourself and your agency, via the trade's mini profile.
When all the information is added it's time to submit.
There are 2 options you could execute,
Post this job now: An email will be sent to the trade along with a PDF of the work order or quote request, and the request will be moved to the “Unscheduled" category. The tenant will also receive a status update at this stage.
Ask Owner Approval: Before publishing the job for tradesmen to quote, you can send the Job request for Owner approval, where the request will be moved on to the “Pending Owner Approval” status.