As an owner of several properties you are renting out, you may already make use of the tenant management workflow to manage tenants and collect monthly rent from them.

The next administrative burden you would like to optimize is the reporting of and repair of property maintenance issues.

The property maintenance workflow is just the solution you need. You have a online form on your website, Wordpress website or Facebook page. Your tenants can go to this page at any time, day or night, and report an issue. Should the geyser burst at one o’clock in the morning you do not have to be woken up by a call from a traumatized lessee anymore.

Tenants can report maintenance issues 24/7
Tenants can report maintenance issues 24/7

As soon as the form is completed three automated emails are sent: one to the tenant, the handyman and yourself.

Once the handyman has done his “magic” he logs in and closes the issue - he can do it on-site with his smartphone. He records the material he used for the job and gives a total of its cost. Should he for whatever reason be unable to resolve the issue he will also note it on the form. As the owner you would then be informed of this issue.

The handyman captures the information relating to the status of the issue
The handyman captures the information relating to the status of the issue

The workflow ends with automated emails that inform the tenant and yourself of the status of the issue.

The workflow helps you keep track of issues and how quickly they are resolved, or not. The tenant are kept in the loop of events giving them the feeling that their concerns are important to you.

You also get an overview of the maintenance done at your properties and a summary of the cost incurred when viewing the list of workflows.

An overview of the maintenance activities at your properties
An overview of the maintenance activities at your properties

This is a very simple solution that can streamline the headache of managing several properties’ maintenance — and as we all know, when it rains, it pours - it is never just one geyser that bursts - it is a entire fleet of them that go up in flames…

Some ideas on how you can extend this workflow:

  • Add a field to the "Issue status" task so that the handyman can give you a link to the cash receipts he has uploaded to Dropbox or Google Drive.
  • Add an email to your accountant, with the link to the receipts so that your books are kept up to date.
  • Add a "Google Sheets" task that adds a new row with the property number, issue fixed, date reported, date fixed and total cost to your Google spreadsheet.

If you need help managing your properties then copy this workflow solution directly into your Kotive account and get started for free.

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

Learn more in our step-by-step guide →

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