Maintenance and recurring tasks
One-off maintenance requests vs scheduled recurring work, and how each is verified.
On this page
Two modules cover the operational work of keeping a property running. Maintenance handles one-off requests (a tenant reports a leaking tap). Recurring tasks handle scheduled work (quarterly fire-alarm inspection, monthly cleaning visit).
Maintenance requests
A maintenance request starts with someone — usually a tenant, sometimes a manager — flagging an issue.
The flow
- Report: A tenant submits via the public portal, or a team member opens Maintenance → New request and records it on their behalf.
- Triage: The request appears in the maintenance inbox with a status of New. A coordinator assigns it to a vendor or in-house tech, sets priority, and picks an SLA.
- Schedule: The assignee picks a visit window. Tenant gets notified.
- Resolve: The technician marks the work done, attaches before/after photos, records parts used.
- Verify: The coordinator confirms the fix, the tenant signs off (optional but recommended).
- Close: If parts/labour cost money, a linked expense is created automatically. The request is archived.
Notifications
Each step transition fires inbox notifications to the relevant roles. The default workflow notifies the assignee on assignment and the coordinator on completion. Workspace admins can adjust which role gets notified at each step — see Workflows and approvals.
[!info] On the Free plan, maintenance requests are capped at 10 lifetime. Hit the cap and you'll be prompted to upgrade. Paid plans are unlimited.
Recurring tasks
A recurring task template describes work that needs to happen on a schedule: "Inspect the fire alarms in Al-Olaya Tower every 90 days." The template auto-generates an actual task instance each time the schedule fires, assigned to whomever the template says.
Setting up a template
Open Recurring → New template:
- Name and category (Inspection, Cleaning, Maintenance, Compliance, etc.).
- Property and unit (or property-wide).
- Schedule: every N days/weeks/months, or on specific weekdays, or on a fixed day-of-month.
- Default assignee (a team member or a vendor contact).
- Optional checklist of subtasks.
Save. The first instance generates at the next scheduled date.
When an instance generates
Each generated task lands in the assignee's task list. They work through the checklist, attach photos, record any expenses incurred (e.g. a replacement part), and mark Complete. The recurrence rolls forward automatically.
The Free plan caps recurring task templates at 10. Paid plans are unlimited.
Maintenance vs recurring — when to use which
| Use case | Module |
|---|---|
| Leaky tap reported by a tenant | Maintenance request |
| Quarterly fire-alarm test | Recurring template |
| Mid-tenancy spot inspection scheduled by you | Recurring template (one-off occurrence is fine) |
| Damage flagged at move-out | Maintenance request |
| Annual property tax filing reminder | Recurring template (Compliance category) |
[!tip] If the work is reactive (someone reported a problem), it's a maintenance request. If it's calendar-driven (will happen on the same day regardless of complaints), it's a recurring task.
Roles and permissions
By default, the Maintenance role can view, assign, and resolve requests. The Admin role can do everything plus delete and edit templates. You can adjust this — see Roles and permissions.