Maintenance

Maintenance items are anything that you want your property management team to track. Typically, Jobs are used for "things done by pros on a property" and maintenance items are "things tracked by the property management team". Example maintenance items include:

Maintenance requests
Work orders
Low stock replacement
Turnovers (often with multiple associated jobs like inspections, cleanings, etc)
Owner report generation
and more

With TIDY, you can track maintenance items from clients, vendors, and more. You can think of these as a bit like "tickets", or "work orders" or "requests". Essentially, they are things that any user on your account or a pro can add. These are things you may want to create a job for or add to a different system to resolve. It is a useful way to stay on top of random things that do come up.

What is the difference between a Job and a Maintenance Item?

In TIDY, "Maintenance" items are typically something done by the property management team and your own employees. "Jobs" are typically done by outside parties.

Maintenance items are more flexible, and better to use when:

The people doing the work are your employees or "like your employees".
The people doing the work should have a lot of flexibility in when to add and update items.
The people doing the work should have access to most or all of your account data to make decisions.
You don't need a lot of structured data on time spent, etc.

Jobs enable very clear workflows, so are better to use when:

The person doing the job is an outside vendor.
The person doing the job needs to follow a process you define.
The person doing the job should have limited access to data.

Maintenance Board

The Maintenance section displays items in a Kanban-style board with four columns:New, Approved, Doing, and Done. This helps you visualize the status of all maintenance items at a glance and track progress through your workflow.

Maintenance Agent

The Maintenance Agent can help you manage maintenance items automatically. It can triage incoming issues, suggest assignments, and help prioritize work based on urgency and your preferences.

Creating a Maintenance Item

The "Maintenance" section is located on the navigation menu on the left. On the mobile version, you can find it in the bottom navigation or the "More" menu. You can also access Maintenance from the Dashboard section of your account.

To create a maintenance item, tap the +Add button.

You can give the item a title, set its due date, select the type (Low Inventory, Pest Report, etc), select the property it is assigned to, the urgency of the item, give it a description, and add photos if needed.

You can select which user on your account will take care of the item and assign it to them, or even assign it to the Concierge. You can also assign the item to a specific job on your schedule or link it to an item from your Inventory.

Tap the share button at the top of the side panel to get a direct link to a specific maintenance item. This link can be shared internally with members in the account.

You can create Recurring Maintenance items by tapping in the "Recurring" section of the page. Tap the "Add Recurring" button to set the item's information, such as its due date, frequency, and even the timeframe.

The date, time, and name of the person who created the item will be displayed right at the bottom of the page.

Any updates made to maintenance items will appear in the Activity section located at the bottom of the item. This feature is especially helpful when multiple users are making changes, ensuring everyone stays informed.

You can mark an item as archived, and it will be automatically moved to the "Archived" section. You can also unarchive or delete the item and permanently remove it.

Please note that you can only delete archived items.

You can use multiple filters to search your maintenance items, such as the urgency, type, and property the item is assigned to.

For Recurring items, you can filter by properties.

Pro-Reported Maintenance

Pros can also log maintenance items on their side when completing services on your property using TIDY.

Pros will also be able to log an issue once they complete the service. This option will be available on the "past job" page in their app.

Damage, utility, pest, and low inventory issues will be automatically displayed in the "Maintenance" section of your account.

Explanation of the Different Stages

The TIDY maintenance board works as a pipeline, where items progress through various stages:

New - Newly created items awaiting review
Approved - Items that have been reviewed and approved for action
Doing - Items currently being worked on
Done - Completed items

You can drag and drop items between stages or update the status within the item detail view. Each stage can also trigger specific workflows that you can set up within your account. For example, when an item is marked as DONE, an automatic report can be sent to the property owner.

Recurring Maintenance Feature

The Recurring Maintenance feature is designed to help you streamline routine maintenance and inspections. With this feature, you can create items that repeat on a regular schedule—such as changing smoke detector batteries or performing heater inspections—eliminating the need to keep track of these activities elsewhere.

TIDY will help you and your team stay on top of these recurring duties, ensuring nothing is overlooked. This feature can be used for many different types of recurring maintenance to improve efficiency and maintenance management.