Q: How do tenants submit maintenance requests?
A: Tenants log into their portal and click "Submit Maintenance Request". They describe the issue, select a category (Plumbing, Electrical, HVAC, etc.), set the priority level, and can upload photos of the problem. Once submitted, the request appears in your Requests tab with a unique ID like MR-2601-001. You'll see the tenant name, property, unit, and can view their attached photos.
Q: How do I convert a request to a work order?
A: In the Requests tab, find the request you want to convert and click the green "Convert to WO" button in the Actions column. This creates a new work order linked to the original request. You can then assign a vendor, set an estimated cost, due date, and schedule the work. The request status changes to "Converted" and links to the work order.
Q: What's the difference between Tasks and Work Orders?
A: Tasks are internal items you manage on the Kanban board - they can be anything from "Call electrician" to "Schedule inspection". Work Orders are formal job assignments with vendor assignment, cost tracking, due dates, and status tracking (New, Pending, In Progress, Completed). Work orders track the actual repair work and associated costs, while tasks help you manage your team's workflow.
Q: How do I add and manage vendors?
A: Click "+ Add Vendor" to create a new vendor profile with their company name, specialty, contact info, and hourly rate. Vendor cards display their rating, completed work orders, last used date, and average response time. Use the Email and Call buttons to contact vendors directly. Filter vendors by specialty (Plumbing, Electrical, HVAC) or rating to find the right person for each job.
Q: What do the calendar event colors mean?
A: The calendar uses color-coding to help you quickly identify event types: Red for Urgent/Emergency items that need immediate attention, Blue for Scheduled Work Orders with assigned dates, Green for regular Maintenance tasks, and Orange for Inspections. The sidebar shows the legend and any upcoming scheduled items. Click any event to view details.
Q: How do I track maintenance costs?
A: The Work Orders tab shows "Total Cost (This Month)" in the summary cards - currently showing $20,000.00. Each work order has a Cost column showing the estimate and whether it's been finalized. The Vendors tab shows "Total Spend (This Month)" across all vendors. You can also run reports from the Reports section to analyze maintenance spending by property, vendor, or time period.
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