Tenant Work Order System: Guide, Setup and Templates

Published 24/02/2024

Tenant Work Order System

A modern tenant work order system is all about the centralized management of work orders for a rental property (could be residential, commercial or across a facility). This system enables tenants to submit requests for maintenance or repairs (could be an electrical issue through to gardenin or bins related). The system has a major component around property management enabling property managers to track, prioritize, and assign work orders to staff or contractors. Workflows might include automated communication with tenants, scheduling and organizing work orders, tracking progress and completion, and comprehensive reports for analytics.

The ability to customize workflows and prioritize tasks. Every property is unique with its own set of requirements and protocols. Your ideal work order software should offer flexibility in setting up processes that align with your specific needs. Whether it's assigning tasks based on urgency or categorizing requests by type, customization is crucial.

Of course, let's not forget about tracking and reporting capabilities. Being able to monitor the status of work orders at any given time is a game-changer. And when it comes to analyzing trends or identifying recurring issues across your properties - well, that's where robust reporting comes into play.

Nowadays, mobile accessibility is non-negotiable. The ability to manage work orders on-the-go is a must-have feature in today's fast-paced world. Tenants want convenience; property managers need flexibility - so having an intuitive mobile interface is an absolute must!

Discover our Work Order Software

What to include in a Tenant Work Order System

Tenant work order management commonly includes:

- Contact information: this is the contact information of both the tenant and the person affected to ensure clear communication between the assigned contractor and the property manager and make it easier to resolve any issues that arise

- Description of work needed: the work order should include a detailed description of the work needed and nature of the problem with expected actions including specific location, scope and any other relevant details

- Priority level: urgent or routine to help the landlord or property manager prioritize requests

- Photo/Video documentation: attach photos or videos of the issue

- Maintenance history: including a record of past maintenance requests and their status. This will help the property manager to track recurring issues and identify any patterns that may require more permanent fixes

- Tracking Number

- Due date: specify a desired or reasonable due date for the work to be completed which also helps keep both parties accountable and help ensure timely resolution of the issue

- Cost estimation: if its for a repair or maintenance that will result in charges to the tenant, the system might include a cost estimation and breakdown of charges

- Approval process: if it requires landlord or property manager approval or additional processes such as submitting a quote or obtaining a second opinion

- Feedback and follow-up: providing feedback on the quality of the work and whether the issue has been fully resolved including feedback about the assigned contractor

Setting up a Building Portal for Tenants to Log Work Orders

This is the most common approach, where for the building you have a dedicated and branded building portal. Tenants get issued logins and can report work orders and work requests as needed for their tenancy.

- Dedicated portal to log work orders for a building or facility

- Could be a dedicated portal for a group of sites or a portfolio of properties

- Tenants each get a login to view and manage work orders for their tenancy

View an example Building Work Order form

Try setting up your Work Order process using our online platform

Get started here with Work Order

Mix and match the options unique to your work order management process