Before you begin
- Have a repair request with the correct property/unit or shared-area context.
- Review tenant availability and any affected asset information.
- Check contractor suitability, contact information and certificate/insurance dates under the organisation’s own verification process.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
An owner can coordinate the repair without relying on a contractor’s details or appointment notes being kept in a personal inbox.
What the workflow coordinates
The interface groups repair stages, highlights deadlines and describes a calendar task tied to the next visit/response time. Contractor sign-off email/e-signature and storage are simulated; no guaranteed escalation or attendance is established.
What people review
People triage urgency, verify contractor suitability, agree access and appointment times, select message audiences and review cost posting.
Triage the queue before assigning
Open Maintenance and use the search, building, urgency, category, owner or Overdue only filters to focus the work. Read the open, overdue, urgent and stale-update counters, then open the relevant card from Board or List.
The repair’s urgency and next required action have been reviewed rather than inferred from its position alone.
The repair’s urgency and next required action have been reviewed rather than inferred from its position alone.
Review the work order and appoint a staff owner
In Work, read the request, response deadline, linked tenancy/unit and tenant access availability. Use the staff-owner selector to make responsibility explicit; the helper text says the related calendar task is due at the next appointment or response time.
A named staff owner and the property/tenant context are clear.
A named staff owner and the property/tenant context are clear.
Choose a suitable contractor
Use Change for the contractor on the repair and consult Contractors when comparing trades, service areas and current work. Open the profile to review contacts and entered certificate/insurance dates, remembering that a Preferred badge, stars or uploaded certificate does not prove independent verification.
The chosen contractor fits the work and any approaching/expired document dates have been reviewed.
The chosen contractor fits the work and any approaching/expired document dates have been reviewed.
Arrange a visit with the tenant’s availability
Use Schedule visit from the work order after checking the tenant’s access window and the contractor’s arrangement. Review the resulting appointment and office-calendar context in the actual workflow; the captured example has no visit booked yet.
The proposed visit has a date, responsible people and an agreed access plan before it is treated as booked.
The proposed visit has a date, responsible people and an agreed access plan before it is treated as booked.
Keep work updates visible to the right audience
In Messages, read the visibility labels and choose Internal note or Tenant-visible before entering an update with Save note. Keep internal diagnosis or coordination separate from the information the tenant needs, while recognizing that the prototype’s labels do not independently verify permission enforcement.
Every update has the intended audience, author and job context.
Every update has the intended audience, author and job context.
Capture progress, costs and evidence
Use Start work or Move to for the relevant workflow stage, then retain cost detail in Costs and reported/before/after images in Photos. A cost can include an Invoice received — post to accounts choice, so review its financial effect rather than treating every operational note as a posted invoice.
Progress and supporting evidence are ready for the completion review, with unposted versus posted cost intent understood.
Progress and supporting evidence are ready for the completion review, with unposted versus posted cost intent understood.
What you should have at the end
The intended result is a repair with accountable staff, contractor context, a reviewed appointment and a connected work history. Keep appointments, updates and cost records associated with the work order, and review any remaining completion steps.
Demonstration notes and availability
- Reviewed against the official demo at demo.estatereal.io. Screenshots are native 3× captures in English/light mode. Preset records and enabled functions can change.
- This review followed navigation, record tabs and unsaved forms. It did not submit payments, signatures, invitations, messages or irreversible record changes.
Useful answers
Is a Preferred contractor independently approved?+
The badge is an entered directory state. The review does not establish independent licensing, insurance or rating validation.
Can staff keep a note out of the tenant conversation?+
The Messages tab offers Internal note and Tenant-visible labels. Review the actual production visibility and permissions before relying on those labels for sensitive information.
Does assigning a contractor book a visit?+
The captured work order has a contractor but no visits booked. Use the separate Schedule visit workflow and verify the appointment.