Maintenance and Renovations

Maintaining our owners properties is one of our primary responsibilities.  The primary tool we use to manage this work is the "Work Orders" function under "Maintenance" in Appfolio.  Work orders will come from one of two places: tenant enters one directly or the property manager creates one.  The ideal is to have a tenant directly enter a work order that the PM can then access, update and assign.  

Once a work order is received, the PM is responsible for making sure it has all of the information needed for the tech to complete the job in the "Job Description" box. The primary items are:

• PM Name and location of unit (neighborhood or city, zip code helps too)

• How to access the unit (tenant, key box, etc.)

• Deadline to complete (if needed)

• Details on the issue (may have to talk to tenant to make sure it is as clear as possible)

• Original tenant request can be left at the bottom for reference

Once the "Job Description" is completed, the job will need to be assigned.  You can do this by scrolling down the work order to "Vendor Trade" and selecting a trade and it will give you suggestions. You can also go straight to "Vendor" and start typing the vendor you are seeking (e.g. Riva Ridge). 

• For subcontractors it will ask you if you want to Email and/or Text the vendor a link to the work order and if you want them to confirm receipt. What you select will vary by subcontractor but be sure to select either Email or Text at a minimum. You will not assign a subcontractor to anyone unless you'd like to assign yourself for follow up.

• For In-House it will not require any of the questions and it will just need to be assigned to the Maintenance Manager and any others (see In-House Maintenance section for details). Make sure you assign it to someone or it will not get noticed.

Below are samples of the various work orders that happen.

Work Order Home Page

Blank New Work Order

Sample Repair Work Order (In-House)

Sample Contractor Work Order

Sample Cleaning Work Order (In-House)

Sample Unit Turn Work Order (In-House)