The Maintenance feature helps property managers and staff organize, manage, and track maintenance-related work throughout the property. Within the feature, Activities allow users to log individual maintenance tasks, creating a clear and centralized record of the work and allowing teams to monitor progress from start to completion. This user guide outlines how to log maintenance activities and update activity records.
Log Maintenance Activities
1. Select Maintenance from the main menu.
2. On the Activities dashboard, click Add New Activity.
3. Pick the System and corresponding Component where the maintenance activity will be taking place.
4. Enter the details about the maintenance activity. Once completed, click Save.
Title: Input a title for the maintenance activity.
Details: Enter the details about the maintenance activity like what is being being done and by whom.
Add Attachments: Upload any relevant files to the maintenance activity (e.g. vendor confirmation)
Assigned to: If applicable, assign the activity to a staff member. Only users with the permission "Can be Assigned Maintenance Activities" will be listed in the drop-down menu. Once saved, the user will receive an email notification with the activity details.
Start Date: Input the date when the maintenance activity will occur.
Recurrence: If the activity will take place over multiple days or repeats throughout the year, select Repeat and customize your recurrence options.
- Repeat Type: Select the frequency for the activity: Daily, Weekly, Monthly, Yearly or Custom (which allows you to input specific dates).
- Recurrence Options: Enter the specifics for the selected frequency. For example if the activity happens yearly, you can pick the specific month/date or specify a general day in a month.
- Recurrence End Date: Input the date when the recurrence will end.
Status: Select a status for the maintenance activity: Not Started, In Progress, Completed, or Cancelled. This can be updated throughout the activity process.
5. You will now see the new maintenance activity on the Activities dashboard. You can filter the activity list by assignee, or use the search bar to locate the activity.
You can also switch to Calendar View to see the activities for each month. Recurring activities will be marked with the repeat symbol.
Update Activity Logs
Recurring activities are displayed differently depending on the view. In List View, they appear as a single record showing the next occurrence in the series. In Calendar View, each occurrence is shown as its own separate record. Individual occurrences can now be edited from either view.
Calendar View
To edit/delete a maintenance activity from Calendar View, click on the activity log.
One-Time Activity: Select Edit to make revisions, like updating the activity status, or select Delete to remove the activity log completely.
Repeat Activity: For recurring activities determine if you want to edit/delete that single instance of the activity, that instance and all future instances, or the entire series.
List View
One-Time Activity: Select the Edit icon to make revisions, like updating the activity status, or select the Delete icon to remove the activity log completely.
Repeat Activity: Select the View icon to see the recurring activity record.
Take note of the occurrence date you are viewing. You can then edit/delete that single instance of the activity, that instance and all future instances, or the entire series.
Additional Resources
- Maintenance: Adding Systems, Components and Activities Video
- How to Add a New System for Maintenance Tracking
- How to Add Components to Maintenance Systems