How do I create a maintenance request?
As a ServicePro, you can receive Maintenance Requests, that are assigned to you by connected landlords. You can still add maintenance requests by yourself if you want to use them to keep track of your own orders.
For that, please go to the “Requests” page from the left-side menu. Click the “+ Add maintenance request” button in the upper right corner of the page:
There you are able to choose the Basic request or Advanced request. The main difference between those two options is that the Basic request takes less time to complete, but it doesn’t include some informational fields such as materials, available date & time, authorization to enter, and others. Press the “get started“ button once you have selected the type of request.
Please note: You can add or edit any information later no matter if you’ve selected the Basic or the Advanced option.
Please note: The Advanced request form is available only for the desktop version.
This might be helpful:
What is the difference between Basic Request and Advanced Request of the task?
Once you have selected a Basic request, select a category to define the issue, or use the smart search by clicking on the “Use smart search“ button.
Then, you are able to add more details to the request or skip them.
After that, you can upload a photo of a problem, a short video or any needed document file (allowed file extensions: jpg, .jpeg, .png., .doc, .docx, .xls, .xlsx, .pdf, .txt, .gif, .bmp, .tif, .tiff) if needed and press the “Next“ button.
You can add up to 10 photos and upload 15 sec. video. The file must be at least 1 kilobyte.
Then, edit the title of your request (if needed), provide some details, and press the “Continue“ button.
On the next step, fill in the location information of the property where the request should be done, and press the “Next“ button.
After that, you can select the client from the dropdown below to keep the record of order history per client or add a new client if they aren't on the list. (This request is visible to you only and not shared with your client).
You can add a new client on the desktop version only!
Finally, choose the task priority and press the “Create a Request“ button.
Well done! You have added a new request.
Once you have selected the Advanced request, there will be three steps to create a request.
On the first step, General Details, search the category using Smart Search or select the desired category manually. You can type your own title or use the auto-filled title. It is also possible to add some photos, a short 15-second video, document files or any other details if needed. After that, click “Next step“.
On the second Property & Client step, fill in the information such as a property address, available date and time, client information.
In the “Available Date & Time” section, you can add up to 3 dates.
The “Client Information” section will help you keep a record of the client's work order history. There you can select a client from the drop-down list (both connected or not). You can always create new clients and keep track of their orders.
Please note, the request is created for your use only and is not shared with your landlord. If you need a request to be visible on both ends, ask your landlord to create it and share it with you.
“Authorization to enter in the tenant’s absence“ is an optional step, where the entrance code can be added. Also, you can add the information about Pets in Residence by just activating the toggle buttons and checking the needed boxes:
The third Date Due & Materials step helps to keep track of labor time. Use the Calendar to choose the Request initiated date and Request due date. Select the priority of the requests and then add materials by entering the item’s title and amount used. You can add multiple items to the “Materials” list by clicking the “+ Add a Row” link below. If you want to remove an item, click the “Delete” icon:
You can always go back if you would like to edit some of the entered information:
To view the maintenance requests, including those created by you, please go to the “Requests" section from the left-side menu. You will be able to see there the status of the request and how urgent it is:
The default page shows the “New” requests. To view other requests, click on the “Display” at the top of the “Requests” page and select the needed status:
You can also view the maintenance requests on the “Requests Board" page. Your requests there will be divided into five status columns: "New", "In Progress", "Resolved", “Deferred” and “Cancelled”:
Please note! The Requests Board is available on the Starter subscription plan.
The Search option located above allows searching by Maintenance request’s number/name as well as by the property name. This option is available on both of the pages:
The links might be useful:
How do I send the request for review to a landlord?
What does the status of the request indicate?
To see more details about the request you can click the “view” link on both the "Requests" and “Requests Board” pages:
To manage the request click on the three-dot menu where you can select the Edit/ Print/ Delete buttons:
Please note! You can view up to 20 maintenance requests on the page.
Nov. 17, 2022