How to Create and Manage a Maintenance Job

Introduction

This article guides you through the process of creating a maintenance job and following its flow from start to finish.

Steps to Create and Manage a Maintenance Job

Booking a Maintenance Job

Maintenance jobs can be booked from various places in the software, such as the property page, the tenancy page, or the maintenance list on the left-hand side. For this example, we'll use the tenancy page.

1. **Navigate to the Tenancy Page:**

   - Go to the tenancy page and click on the **Maintenance** tab.

2. **Add Maintenance Job:**

   - Click on **Add Maintenance Job**.

   - Complete the form with as much information as possible.

Fill Out the Maintenance Job Form

1. **Job Details:**

   - **Title:** Enter a brief description, e.g., "Leaking tap in kitchen."

   - **Certificate Type:** If applicable, select the certificate type.

   - **Reported Date:** Indicate when the issue was reported.

   - **Reported By:** Enter the name of the person who reported the issue.

   - **Notes:** Add any additional notes, such as contact details of a third party.

2. **Assigned Agent:**

   - Select the agent responsible for managing this maintenance job.

3. **Contact for Access:**

   - Choose the contact for access: tenant, agent, landlord, or all tenants.

   - Provide any specific access details needed by the contractor (e.g., call the tenant, key location).

4. **Job Description:**

   - Enter a detailed description of the issue (e.g., "The tenant reported that water is dripping from under the sink").

5. **Quotes and Emergency:**

   - **Quote Needed By:** Set a deadline if multiple quotes are required.

   - **Emergency:** Tick the box if it is an emergency.

6. **Upload Media:**

   - Upload any images or videos related to the issue.

7. **Contractor Assignment:**

   - Select a contractor (e.g., AJM Plumbing).

   - Indicate whether a quote has been received. If not, request the contractor to provide a quote.

Managing the Maintenance Job Flow

1. **Quote Request:**

   - After adding the maintenance job, it will be in a pending status.

   - The system sends a quote request to the contractor.

2. **Approve Job:**

   - Once the quote is received, update the system with the quote details, including any fees or VAT.

   - Confirm the quote with the landlord.

   - Instruct the contractor to proceed with the job.

3. **Job Completion:**

   - After the contractor completes the job, mark the job as complete in the system.

   - Enter the completion date and the name of the person who confirmed the job completion.

4. **Invoice Management:**

   - Add the invoice details once the invoice is received.

   - Upload the invoice document.

   - Record the invoice amount and save the details.

5. **Mark Invoice as Paid:**

   - Once the invoice is paid, mark it as paid in the system.

   - Enter the payment date.

Maintenance Job Statuses

- **Unacknowledged:** A tenant has submitted a maintenance request through the property hub.

- **Pending:** A job sent out to a contractor for a quote.

- **Cancelled:** The job has been cancelled.

- **Approved:** The contractor has been instructed to do the job, but it is not yet complete.

- **Completed:** The job is done.

- **Invoice Received:** The invoice has been received.

- **Invoice Paid:** The invoice has been paid.

Conclusion

By following these steps, you can efficiently create and manage maintenance jobs in Loop Software. If you have any further questions, please reach out to our support team at support@loop.software.