A simple maintenance workflow for busy letting teams

Maintenance is where small agencies lose the most time, because every job arrives differently: a text to a negotiator, an email to the office, a call from the landlord. The workflow below is deliberately small. It is easier to keep five statuses honest than twelve.

Make reporting easy and uniform

Give tenants one way to report a problem that does not depend on who they know. A link they can use without an account, asking for the property, a description, a photo if they have one and how urgent it feels, turns a scattered inbox into a queue.

Five statuses, one owner

1. New. Reported, not yet looked at. Triage within a working day: is anyone unsafe, is there water or gas involved, can the tenant wait?
2. Awaiting approval. A quote or a decision is with the landlord. Record the date you asked; chase on a fixed rhythm rather than when you remember.
3. Assigned. A contractor has the job and a date. Put the contractor's name on the job, not in a note.
4. In progress. Work has started. This is where “waiting for a part” lives, with a date.
5. Completed. Done and confirmed with the tenant. Record the final cost so the landlord statement is right first time.

The questions that stop jobs stalling

• Who is waiting on whom right now? If the answer is “us”, the job moves today.
• Does the tenant know what is happening? A one-line update prevents the second report.
• Is this maintenance or compliance? A faulty alarm or a boiler fault may also be a certificate question.
• What did it cost, and is it on the landlord statement?

Review it weekly

Open jobs belong in the same Monday review as expiring certificates: anything awaiting approval or a contractor gets chased, anything finished gets closed so the list stays true. See the weekly compliance review.

Verixad's maintenance jobs carry status, priority, contractor and cost, live next to the property, and tenants can report an issue through a shareable link without an account. See tasks and maintenance.