Maintenance
Preventive maintenance calendar and vendor management.
Overview
Recurring tasks (boiler inspection, fire alarm test, HVAC service) live on a calendar with assigned owners. Vendors and their COIs are tracked centrally.
Who uses this
Manager schedules; vendors execute; board reviews compliance.
Open the feature
Management → Maintenance.
Step-by-step
- Add a task with a recurrence (monthly, quarterly, annually).
- Assign a vendor or in-house staff.
- The task appears on the calendar; reminders go out before the due date.
- Mark complete with notes and photos.
- Overdue tasks are flagged red.
Settings & permissions
Admin manages the vendor list and COI expiry tracking.
Multi-building tips
Tasks can be templated across buildings (the same fire-panel test schedule applied to all).
Notifications
Reminders 7d, 3d, 1d before due. Escalation if overdue.
Reports & exports
Compliance percentage, overdue list, vendor performance.
Troubleshooting
- COI expired. Vendor is auto-blocked from new assignments until updated.
FAQ
Can vendors log in? Yes — give them the Vendor role with task-only access.
Glossary
- Preventive maintenance — work scheduled in advance to avoid failure.
Related articles
- Service requests — How residents file requests and how staff resolve them.
- Documents — Centralized document library with versioning and audit.
- Reports — Cross-module analytics for managers and the board.
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