Mark Maintenance Work Order Made Easy

Digi sign maintenance work order

service requests can be entered directly into the system through a few ways one way is residents can enter their own service requests through the resident portal these service requests we see with the source of internal phone these were entered by the office however Ryan here at the top his sources web so this means that he created the service request himself online using his resident portal you can tell if a service request has been printed or not by a why or an in in the printed column so if a service request comes in through the web and we are printing service requests we'll always want to make sure to print them this way now if the office staff wants to enter service requests directly you can do so by either clicking the service request link up here in the hot links bar or you can click on new next to service request in the service request sub tab a service request dialog box will open there are several ways that a service request can be created either for a single unit like 410 a or 510 B or you can create one for the common area multiple units every single unit or an apartment so for example 510 or 402 instead of 402 a or B for the common area service requests we have the option to enter every single area on the property that you would ever do a service request for this list is totally customizable per property so if there are certain items that you need to add or remove from your list please just submit a support request at campus a TV comm slash support and we will customize this list for you let's start with a single unit Ryan came into the office and wants to report some drywall damage done to the inside of his bathroom he lives in 510 B but if I didn't know where he lived I could use this find button to find him by name when I type in the unit automatically his name appears his phone number his email address all kinds of information also we can see that he already has one open service request click on it to see what the service request is and also to see a service history of the unit or him as a resident you can use these links as well the next step is to verify the data request this information will come through automatically as well the date and time of request will be the current date and time according to your time zone and then the complete by is automatically created according to your settings if we need to get this service request into the system but delay when we want the maintenance team to enter into the unit you can enter it do not start until the next box the verify request information box you will want to confirm the residents name their phone number that we have permission to enter and their email address the email address is critical because the minute we complete this service request or put it on hold the resident receives an email so let's update Ryan's email address directly from the work order and save that great now he will receive up-to-date information on the status of his service request next we can identify the source this one he came into the office to let us know about this drywall damaged entry notes from the resident account will appear here next we will want to pick out information about the service issue each one of these drop-down boxes will build upon the one above it for example we can't just jump in and click an item we have to start with the service category this list is totally customizable by property so if you would like to see some additional information just let us know so he has drywall damaged which is in the general category he mentioned it was in the bathroom and let's find the drywall damaged drywall and our service issue is the wall is damaged let's add some additional comments that he mentioned after we've added the additional comments if this is a repeat issue we can click the repeat checkbox this will let our maintenance team know that they can skip troubleshooting step one because they've already been out there before and they can go straight to step two the priority list typically is standard however we can pick either a make ready item or a preventative maintenance item within 24 hours or emergency always reference the property and canvas advantages policy for additional descriptions on these these priorities next if you would like you can assign this work order and all work orders to a person or a group I want to assign this one to our maintenance supervisor mark so I'm gonna do maintenance supervisor and there's only one from here if he had another issue I could click add another issue this would save all of his information and only require we enter a service issue again he does not so I'm going to hit save and print saving and printing we'll print out a work order for us this is just a preview of what it will look like let's print it to see what the service request will look like for our maintenance team I'm gonna print it as a PDF but you can print it as a paper document if desired here it is the service request will have the unit information right at the top information about the resident and it will also have our entry notes and specifically what the issue is there will be actions that can be performed and our standard for that service issue and then down at the bottom there is a dotted line the intention of this is if a printed paper document is taken into the unit the maintenance team can rip off this part at the bottom and use this as an identifier that the service request is done and leave it in the unit for the resident this can replace the traditional door hangers and save a little bit of money back on our service request tab I'm gonna close our preview the system will automatically save the service request we know it's been printed because a Y appears next to the printed column from here there's a lot of actions that can be taken if needed we can view the service request there's also additional actions that can be performed from the more link from here we could put a schedule into the work order cancel it even or attach documents so if we had a picture of that furry rodent that had been burrowing into his wall we could attach that picture let's view the service requests the service request itself has a lot of really handy information you can enter time work as it occurs so if there's multiple trips being made to a unit you can enter that time here so the time is all properly documented also at the top there's a resident service history we had a quick link access to this when we were entering the service request but here's the full details next we also have the unit service history which will give the history of that unit so any resident that lived in 510 be that full history will be here very handy for if you have the feeling like man I feel like we just replaced that microwave or the a/c is going out repeatedly in this particular unit you can view that history here the last tab is the activity tab this activity tab is very handy for documenting any kind of attempt to enter a unit or any sort of communications that need to be had between the office staff and the facilities staff back on the request information tab we have an option change status to on hold let's say we needed to get pest control to come out and take care of that furry rodent before we can do the drywall damage so we're gonna change the status on hold and we could have done this from the more link at the service request tab we'll do it here and the reason for on-hold is we need an outside vendor where the outside vendor said that they can come out tomorrow so we're gonna have it on hold until tomorrow the moment I click yes the system is going to send Ryan an update email that states that this service request has been put on hold for this reason very handy for keeping the residents in constant communication which is something that they re very used to now we can see the status has been changed to on hold we can also schedule that vendor so we called our pest control company and they're coming out tomorrow so let us edit the schedule the workgroup has been changed to our pest control company we don't have anybody any technicians just the workgroup and they will be coming out tomorrow between 10:00 and 12:00 let's save this and now we can see in one glance that it's assigned to the pest control company and the office and the maintenance team have all can look in the same place to see the same information that this has been scheduled and so if the resident calls for the information we can give him all of this now with the today page when assured pest control comes in on the 21st there will be a number next to a particular time frame so if the company comes in and they're not sure what unit they need to go to to control this rodent just click on the icon and the system will automatically take you to the service request where you can advise them at its 510 be very very handy these workgroups and technicians are totally customizable by property but there's something that the site can maintain do so by clicking the administration link and then under the maintenance staff you can work both with the work groups which would be your vendors your technicians elevator companies and then you can add individual technicians to each of those work groups for more information on this either contact your management systems team through a support request or in the top right hand side of every single one site dialog box there's a question mark click this question mark for more information about the specific screen that you're on so again service requests can be entered either directly by the resident online on the resident portal or a one site facilities mobile app is available contact management systems about more information on the mobile app or directly into Leeson and rents through the service request link you