A property manager's responsibilities include managing wear and tear. To ensure proper documentation of features needing maintenance, you can create 'Flags' during your inspection and use these to generate Service Issues in Rent Manager.
What is a maintenance flag?
A maintenance flag is a marker used to identify a particular issue, area, or equipment that requires maintenance or attention.
How can I create a flag?
You can create a flag both while conducting an inspection via the mobile app, or after completing an inspection from the website.
From Mobile:
When conducting a RentCheck inspection, you can use the "Flag for Maintenance" button to flag any feature needing repair (for example, Front Door - Exterior and Interior). The option to "Flag for Maintenance" will appear near the bottom of your screen.
After selecting the "Flag for Maintenance" button, you will be prompted to identify the maintenance skill/service issue category that is required to resolve the maintenance issue. You can scroll and locate the correct choice, or you can search for the Category/Skill. Please note that all of the custom Service Issue Categories get synced from all of your Rent Manager locations which is what will populate this list.
Once you have selected an associated Skill/Category, you will be prompted to fill out a few additional questions. Here's what follows:
Description - offer a brief description of the issue you are flagging. The description is auto-populated with notes from the feature notes, but this can be edited as needed.
Internal Notes - write an internal note that can be viewed by your teammates. These are not viewable on the Maintenance report itself.
Responsibility - select between "Owner Responsibility" and "Resident Responsibility" to assign who the responsibility party is for the maintenance issue. This is used for helping to identify flags in the web app and is viewable on the maintenance report. You can choose to omit Resident or owner flags from the inspection report via the Inspection Report Settings.
Cost - determine the cost for the repair of the maintenance issue. Note that this is optional.
Attached Media - Attach specific pictures associated with the flag as needed. You can add both photos and videos to flags. You can also take new pictures by selecting "Add Photo" if you want new closeups associated with the specific issue. Please note that you are not required to attach media to the flag (some maintenance issues may not need media.).
Skill - this will be populated from the answer selected in the last screen. This is the Service Issue Category In Rent Manager, populated by your previous selection.
You can add as many flags as you want to each feature across the entire inspection. Ensure to press “Save” to confirm any edits made to each flag.
From Web:
After conducting a RentCheck inspection, locate the inspection you completed from the Inspections list and click into it. On the right hand side, locate the flag icon under the “Actions” column.
Click into the flag to create a flag for that feature. Similar to creating a flag from your mobile device, you will fill out any Notes, Internal Notes, Skill/Service Issue Category, Responsibility, Media, and Cost as necessary.
Once everything looks good, select “Confirm flag”.
How can I create Service Issues from my flags?
Service issues can be created via the mobile app when conducting an inspection, or after the inspection has been submitted, on both mobile and web.
From Mobile:
After signing and submitting an inspection and after your data has finished uploading, you will be automatically prompted to create service issues from the flags you created. You can click into each flag and view the details associated by clicking the eye icon under "Actions". You can also edit if it’s “OK to Enter” and the “Priority” of each flag.
Note: We will create one service issue for each category in Rent Manager
(bundling flags from different features)
Once everything looks good, select "Create".
From Web:
Click into the inspection and select “View X Flags”.
Bulk select all the flags you created using the check box near the right of the table.
Navigate to the “Create” button and select “Create Rent Manager Service Issue”.
Note: If there are any unmapped Skills, you will see a new window popup. This means that there are flags that have RentCheck skills that need to be mapped to the correct Rent Manager Service Issue Category. If this is the case, select a Rent Manager category for each of the skills you selected for each flag.
You will then be prompted to create your Rent Manager Service Issue(s). Review this summary. You can click into each flag and view the details associated by clicking into the eye icon under "Actions". You can also edit if it’s “OK to Enter” and the “Priority” of each flag.
For reference, the below is how the RentCheck fields will be mapped into your Rent Manager Service Issue.
Finally, select “Create”.
Please note that the Service Issues will appear under Maintenance > Work Orders in RentCheck, and under Services > Issues.
Can residents create maintenance flags?
Residents cannot create maintenance flags in the default setting. However, you can enabled resident-reported maintenance by going to Account > Maintenance Settings. Simply toggle the "Resident-reported maintenance" option from "Off" to "On".
Have additional questions? Don't hesitate to connect with our Customer Support team via chat.