Maintenance & Staff

Goal: Track and resolve repair requests without losing them in WhatsApp chats, and delegate tasks to your Caretakers.

1. How Maintenance Tickets Work

Instead of calling or texting you, tenants submit maintenance requests directly through their portal.

1. 1
   The tenant logs into their portal, clicks Report Issue from the Quick Actions grid, selects an issue category (e.g., Plumbing, Electrical), uploads a photo, and rates the urgency.
2. 2
   The ticket appears instantly on your dashboard under Maintenance. Open /maintenance
3. 3
   The ticket status starts as Pending.

[SCREENSHOT: /maintenance — list of pending and in-progress maintenance tickets]

2. Resolving a Ticket

When you or your staff fix the issue, you must close the loop in the system.

1. 1
   Open the pending ticket in the Maintenance tab.
2. 2
   Update the status to In Progress while work is being done.
3. 3
   Once completed, update the status to Resolved.
4. 4
   (Optional) Enter the actual cost of the repair. This will automatically flow into your expense reports.

The tenant will be notified that the issue has been marked as resolved.

3. Adding Caretakers to Your Account

If you manage multiple properties, you likely have staff on the ground. You can give them limited access to EstateTrack.

1. 1
   Navigate to Staff. Open /staff
2. 2
   Click Add Caretaker.
3. 3
   Enter their details and select which Properties they are assigned to.
4. 4
   Click Generate Invite Link.
5. 5
   Send them the link via WhatsApp.

What can Caretakers do?

Caretakers get their own portal at /caretaker.

• They CAN: View tenant contact info for their assigned properties, update maintenance ticket statuses, log repair notes, log new maintenance issues directly from the "Log Issue" quick action on their dashboard (selecting the property, unit, category and urgency), and upload photos.
• They CANNOT: View rent invoices, financial reports, or access properties they aren't assigned to.

[SCREENSHOT: /staff/new — form for inviting a caretaker and assigning properties]

Open /maintenance