Issues & Maintenance Management

Comprehensive tools for tracking maintenance requests, property issues, and team collaboration.

Overview

The Issues section is your comprehensive tool for tracking and managing maintenance requests, property issues, tenant concerns, and general tasks across your property portfolio. The system provides robust workflow management, team collaboration, and status tracking to ensure nothing falls through the cracks.

Issues dashboard with table and kanban views (click to zoom)

Getting Started

Accessing Issues

Issues can be accessed from multiple locations depending on your workflow needs:

  • Global Issues Dashboard: View all issues across your entire property portfolio
  • Property-Specific Issues: Focus on issues for a single property
  • My Issues: See only issues assigned to you
  • Draft Issues: Access your unpublished draft issues
  • Archived Issues: Review completed and archived issues

Issue Lifecycle & Status Management

Status Progression

Issues progress through a structured workflow designed to ensure proper tracking and resolution:

Draft

Initial creation, visible only to author

To Do

Published and ready for assignment

In Progress

Actively being worked on

Completed

Work finished and verified

Additional statuses include: Backlog, Cancelled, Duplicate, and Archived

Priority Levels

Urgent- Requires immediate attention (triggers notifications)
High- Important, should be addressed quickly
Medium- Standard priority
Low- Can be addressed when time permits

Viewing & Organizing Issues

Table View

  • Detailed list format with comprehensive information
  • Sortable columns for efficient organization
  • Status-based sections for clear workflow
  • Best for scanning large numbers of issues
Table view for detailed issue management (click to zoom)

Kanban View

  • Visual workflow board organized by status
  • Status-based columns for clear progression
  • Quick visual overview of issue distribution
  • Best for understanding workflow and bottlenecks
Kanban view for visual workflow management (click to zoom)

Advanced Filtering & Search

Search Functionality

  • Real-time search by issue title
  • Search through issue descriptions
  • Results update as you type

Filter Options

  • Filter by status, type, and priority
  • Property-based filtering
  • Assignee and date range filters

Creating New Issues

Issues can be created from multiple locations and contexts to fit your workflow:

Issue Creation Dialog

The new issue dialog provides comprehensive tools for creating detailed, well-organized issues:

Basic Information

  • Title: Clear, descriptive title (required)
  • Description: Rich text editor with formatting
  • Attachments: Images, documents, and files

Issue Management

  • Assignment: Assign to team members
  • Priority: Set urgency level
  • Type: Categorize issue type
New Issue Creation Dialog (click to zoom)

Context & Associations

Link issues to relevant properties, units, and leases for better organization:

  • Properties: Associate with one or multiple properties
  • Units: Link to specific units within properties
  • Leases: Connect to tenant lease agreements
  • Email Integration: Create issues from email messages

Draft vs. Published Issues

Draft Issues

  • Only visible to the creator
  • Allow preparation before publication
  • No comments or notifications
  • Can be edited freely

Published Issues

  • Visible to team members
  • Triggers notifications
  • Comment system activated
  • Full collaboration features

Managing Individual Issues

Click on any issue to access comprehensive management tools and collaboration features:

Individual Issue Detail Page (click to zoom)

Issue Management

  • Edit title and description directly
  • Update status and priority levels
  • Reassign to different team members
  • Modify property and unit associations

Communication

  • Full comment discussion threads
  • @ mentions for team notifications
  • File attachments in comments
  • Email notification integration

File Management

  • View and download all attachments
  • Add additional files as work progresses
  • Remove outdated documents
  • Support for images, documents, and videos

Urgent Issue Handling

  • Confirmation dialogs for urgent priority
  • Automatic email notifications to all team members
  • Clear urgent issue markings
  • Priority escalation workflows

Best Practices

Issue Creation

  • Write clear, specific titles
  • Include all relevant details upfront
  • Use proper categorization and priority
  • Link to relevant properties and units
  • Include photos for maintenance issues

Workflow Management

  • Review assigned issues daily
  • Keep issue status current
  • Use comments for all communication
  • Reserve "Urgent" for true emergencies
  • Document resolution steps

Team Collaboration

  • Assign issues to specific team members
  • Provide regular progress updates
  • Use mentions to notify relevant people
  • Document work during handoffs
  • Include closure notes for future reference

Security & Access Control

  • All issue data is protected by authentication and requires proper login
  • Access is controlled by organization and property permissions
  • Different permission levels for viewing, creating, and managing issues
  • Complete audit trail of all issue changes and interactions
  • Encrypted storage and regular backups ensure data protection

Support & Troubleshooting

  • Check organization and property permissions if you can't see issues
  • Verify creation rights if you can't create issues for a property
  • Check file size limits and internet connection for attachment uploads
  • Review email settings and subscription status if notifications aren't working
  • Clear browser cache and refresh if search or filtering isn't working properly
  • Contact your system administrator for permission-related issues