Property Manager Overview
Once your account is approved and ready for action, you’ll be directed to the Dashboard, the center of all activity in your account. (The details included are based on the organisation administrator account, as it contains all functionalities of the pane. Other users may have fewer features than those listed below).
The following are the main sections that you’ll be able to access through dashboard.
There are two ways jobs are being created in the system:
- By a Property Manager for a property or if organisation view is enabled then any property manager in the organisation.
- By a Tenant that is linked to the property.
Following is a typical job flow in the system when the PM creates a maintenance request.
Figure 30: Job Flow
When the tenant creates a maintenance request it is same as the above, however before sending it for trades, the PM has the authority to verify if it’s necessary or seek owner approval to implement the maintenance request.
Post a job
One of the Key functionalities that you have to perform as a Property Manager is creating maintenance requests, for the properties registered in the system. There are 3 steps in creating a job.
Step 01 - Enter the Job Details
Following are the information fields that needs to be filled for step 01;
Job Title : Add a meaningful title for the maintenance request to quickly identify what the job is about.
Job Description : Description of the issue that requires maintenance attention.
Attachments : If you have any reference for the issue, in the form of an images(s) taken, small video clip or need to share a document which is related to the issue you can add through this option.
When uploading files there are 02 ways you can do it.
- By browsing and uploading files straight from the device
- By uploading a file that is already archived in your document feature. More details of this option will be captured through “Share Document” mentioned under “Left Navigation”.
Which Service You Need? : Select the main service type you require to complete the maintenance job. Then the list of sub service types will be automatically listed for you to select.
When do you need the job done? : You can define the urgency as a label. Thereby you will act accordingly when it is listed among multiple jobs created in short span of time.
Step 2 : Enter the Property Details
Property : List down all the existing properties that are managed by your agency which are profiled in Bricks + Agent for you to select.
Tenant : Automatically filled upon selecting the Property.
Your Address : Automatically filled upon selecting the Property.
Your Location : Automatically filled upon selecting the Property.
Your Property Type : Automatically filled upon selecting the Property.
Do you have a budget in mind? : While the options are direct, you as a PM will be notified when you are quoting higher than a certain amount, which will be defined in “Owner Approval Threshold”, under Organizational Preferences in Settings. The logic behind this is to alert that there is a cap amount for a specific maintenance job, as the property owner is liable to attend to and pay for it. In the event, if you’ve selected a price range higher than the defined threshold value, you can send for owner approval through 3rd step or post it by taking a judgement call.
Recurring Type : If this maintenance request is a recurring job, you can define the required recurring period.
Step 3 : Invite Trade
You are able to request quotes from service providers according to following options
1. Work Order : Directly assigning the job to a Service Provider you’ve personally approached, for a mutually agreed price. You as the PM can select to award the work order to a one tradesman whom are exclusively registered with your organization.
Your Trade : The invitation will be for trades whom are registered with your Agency, and specifically for the service type you’ve created the maintenance for. (Creating trades in your account will be covered in “Trades” under “Left Navigation Pane”).
Furthermore, you are able to define, whether to call out for respective trades from all suburbs for maximum exposure, or limit to the suburb that the location is originally from. By default, requests will be sent for the same suburb the property is located in.
Your Trade + Our Trade : This will be an invite for all available tradesmen registered in the Bricks and Agency system.
On Demand : You can view available tradesman from the map whom are close by the property, for which the maintenance task is being created for. Once the service provider is selected, he would be notified of the availability of a maintenance task nearby his location, and the normal job request process will be carried through until job completion.
3. Strata or External : In the event if you prefer assigning the management of this particular maintenance request to a 3rd party/ external, you are able to share all respective information to a 3rd party company or an individual via an email, where he / she is able to manage the job and update you with a “Complete” job status.
When all the information is added its time to submit.
There are 4 options you could execute;
SEND FOR OWNER APPROVAL : Before publishing the job for tradesmen to quote, you are able to send the Job request for Owner approval, where the request will be moved on to “Pending Owner Approval” bucket.
POST + CLONE + GROUP : This option is a bundled act, which is more suitable for a large maintenance request that requires several jobs to be done at the same time or during the same course of action. E.g. renovation of the Bathroom would have multiple sub jobs such as; plumbing, tiling, wiring, cleaning etc... By enabling this option, you are able to create a chain of sub maintenance activities, linked and grouped to the initial request. All the posted jobs in this chain of requests, will be moved to “Quotes Pending” Bucket.
Following is the action flow of this feature.
Note: As long as you keep selecting the option “POST+ CLONE + GROUP” the cloning of the request and grouping of all subsequent maintenance requests to the first post will continue to do so, until you select the option “POST THIS JOB NOW” from which the cycle will end.
POST THIS JOB NOW : Which is self-explanatory, and the request will be moved to “Quotes Pending” Bucket
SAVE + POST LATER : This feature allows you to save the entered maintenance request details as a draft to post the job later. These jobs will be listed under the Draft Jobs category.
Scheduler Dashboard enables to perform the following actions.
The pane on the left side consists of two tabs; Inspections and Staff.
Inspections - This tab lists out the Onsite Inspections and Remote Inspections available. Each of the categories can be filtered based on the Title, Property, Date, Inspection Number.
Staff - This tab lists out the Property Managers who are reporting to you.
From the Map, the locations of the Property Inspections which are available to be done can be viewed here.
The schedule of the Property Managers/Sub Property Managers who are reporting to you will be displayed here. It also provides the capability to schedule the inspections to respective Property Managers by drag and drop the inspections to the schedule.
Upon the drag and drop of the Inspection you'll be provided with the following popup where the specifics of the Inspection Schedule can be edited.