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Property maintenance

Help tenants log maintenance issues and optimize the administrative task of managing the repair process.

A step-by-step guide to Property maintenance

This guide will explain the 'Property maintenance' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Report an issue

In this section, a tenant reports an issue, and it's forwarded to the handyman and owner.

Report issue

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice that there are two faded out fields. These are called 'hidden fields'. Hidden fields capture information without displaying them to the user and make their information available to other tasks in the taskflow.

The taskflow starts when a tenant fills in this form with their personal details and a description of the issue they'd like to report.
Report issue

Acknowledge report

The tenant receives an email confirming that the issue report has been received and that the handyman will be in contact with them soon.

Kotive creates the content of the email by pulling in the tenant's information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the tenant, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.
Acknowledge report

Notify handyman

The handyman receives an email detailing the tenant's report and instructing them to close the issue in the next task, as soon as the issue is resolved.
Notify handyman

Notify owner

The owner receives an email detailing the tenant's report and informing them that they'll be notified as soon as the issue is resolved.
Notify owner


Section 2: Closing the issue

The handyman gives feedback about the issue, and the tenant and owner are notified about the status of the issue.

Issue status

The only condition on this form is:

Activate this task when...
'Role' IS 'Handyman'

Only the handyman can view and complete this form.

The handyman indicates the materials required and cost involved in working on the issue. They indicate if the issue has been resolved or not, and provide a brief explanation.
Issue status

Notify tenant

The tenant receives an email notifying them about the status of their issue, and that the handyman will contact them if the issue hasn't been resolved.
Notify tenant

Notify owner

The owner receives an email notifying them about the status of the issue, with the tenant's contact details, should they want to follow up with them further.
Notify owner

After the two notification emails have been sent, the 'Property maintenance' taskflow is complete. If the issue hasn't been resolved by the end of the taskflow, then any further communication will have to take place outside of the taskflow, or the tenant can start a new 'Property maintenance' taskflow.
Get started now and clone this taskflow directly into your Kotive account for free.

The Property maintenance taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!