Maintenance

The Maintenance section is a comprehensive asset management and preventive maintenance system that helps you track property assets, schedule recurring maintenance, and ensure nothing gets overlooked.

Assets Management

Assets are physical items at your properties that require maintenance (HVAC systems, appliances, pool equipment, etc.).

Asset Information Tracked

Asset name and category (appliance, system, equipment)
Installation date and warranty information
Location (property, room)
Manufacturer and model details
Photos and documentation
Purchase price and replacement cost
Current condition and status
Maintenance history log

Benefits of Asset Tracking

Know what maintenance is due and when
Track lifecycle and replacement timing
Maintain warranty compliance
Plan capital expenditure budgets
Ensure regulatory compliance (fire extinguishers, smoke detectors, etc.)

Recurring Maintenance Tasks

Set up automated maintenance schedules for each asset or property area.

How Recurring Maintenance Works

Define maintenance task (e.g., "HVAC Filter Replacement")
Set recurrence pattern (monthly, quarterly, annually, custom)
Assign task to specific asset(s)
System auto-generates tasks based on schedule
Tasks appear in Schedule and Tasks sections
Mark complete to log maintenance history
Next occurrence auto-schedules upon completion

Common Recurring Maintenance Examples

HVAC filter changes every 90 days
Fire extinguisher inspections annually
Pool maintenance weekly
Smoke detector testing monthly
Landscaping bi-weekly

AI-Suggested Maintenance Tasks

After you add assets to the Maintenance section, the system uses AI to recommend maintenance tasks.

How AI Suggestions Work

You add an asset (e.g., "Samsung Refrigerator - Model XYZ")
AI analyzes asset type, model, and manufacturer data
System suggests industry-standard maintenance tasks with recommended frequency
Review and approve suggested tasks
Approved tasks become recurring maintenance schedules
System auto-generates tasks based on approved schedules

Benefits of AI Suggestions

No need to research maintenance requirements manually
Industry best practices built-in
Reduces risk of overlooked maintenance
Extends asset lifespan through proper care
Prevents costly emergency repairs

Relationship Between Maintenance and Tasks

Maintenance and Tasks sections work together to manage preventive maintenance:

Maintenance recurring schedules CREATE tasks automatically
Tasks linked to maintenance retain asset context
Completing maintenance task updates asset maintenance log
Task history feeds into asset maintenance records
Tasks can be matched/assigned to specific assets

When to Use Which

Maintenance Section: Set up assets, define recurring schedules, view asset history
Tasks Section: Execute/complete work, assign to staff, track daily operations

Adding Maintenance Items

Click on "Maintenance", then "Add Item". You can also do this by going to the "More" section, selecting the property, and hitting the "Maintenance" card.

Select an item to add from the list; you can also search for any specific item.

Add asset details including property location, installation date, model information, and photos.

You can also reach out to our Concierge team and request any desired item that is not in our list. Our team will work to add them for you!

Review AI-suggested maintenance tasks and approve/customize the maintenance schedule.

The system begins auto-generating recurring tasks based on your approved schedule.

Scheduling Maintenance Jobs

From Maintenance section: Click asset → "Schedule Maintenance" → Creates task
From Tasks section: Create task → Link to asset → Appears in maintenance history
From Schedule: Create job → Select "Maintenance" type → Link to asset
Recurring tasks auto-appear on schedule based on recurrence pattern

Completing Maintenance

Task appears in Tasks or Schedule section
Staff completes work and marks task done
System prompts for completion notes and photos
Completion logs to asset maintenance history
Next recurrence auto-schedules (if recurring)
Asset status updates based on completion

Better On-Site Tracking

Matching tasks to assets provides crucial operational visibility:

What You Can Track

Asset Performance: See maintenance patterns, recurring issues
Cost Analysis: Total maintenance cost per asset over time
Staff Performance: Who completed which maintenance, quality indicators
Compliance: Proof of regular maintenance for regulations/insurance
Lifecycle Planning: Know when assets need replacement based on maintenance frequency/cost
Problem Identification: Assets requiring excessive maintenance may need replacement

Reporting Capabilities

Maintenance completion rates by property
Cost per asset type
Most maintenance-intensive assets
Compliance status for required maintenance
Staff utilization on maintenance tasks

Maintenance Alerts

The system sends alerts to keep you informed:

Upcoming maintenance due dates
Overdue maintenance tasks
Assets approaching warranty expiration
Critical safety items (smoke detectors, fire extinguishers)
Dashboard indicators for maintenance requiring attention