Maintenance Flow

Maintenance Flow helps you track a request from the first report to final approval and closeout.

What is this?

Maintenance Flow is the end-to-end workflow for handling repair requests, vendor work, and approvals.

When should I use it?

Use this any time a tenant or staff member reports an issue that needs vendor work or approval.

Prerequisites

• Request details, including location and problem description.
• Photos or attachments, if available.
• An assigned vendor or a process for selecting one.

warning

If the issue is an emergency, follow your local emergency policy before starting this flow.

Flow overview

Step-by-step

1. Submit a maintenance request with clear details and photos.
2. Assign a vendor or accept a vendor bid.
3. Track status updates as work is scheduled and performed.
4. Review the completion notes and approve the work.
5. Close the request and archive the record.

Examples

• Leaking faucet: Log the request, assign a preferred vendor, review the invoice, and close the job.
• After-hours issue: Mark it urgent, assign a vendor quickly, and document the resolution.

Common mistakes / FAQs

• The vendor was not notified. Confirm the assignment step and resend if needed.
• The request is stuck in review. Check for missing completion notes or invoices.
• Duplicate requests appear. Merge or close duplicates to keep reporting accurate.

Tips

• Add clear photos and notes to reduce follow-up questions.
• Use status filters to focus on stalled or overdue requests.