Maintenance Cube

This guide provides community administrators and staff with the essential workflows for managing maintenance services, from tracking incoming work orders to documenting costs and processing billable items.

Table of Contents

1. The Maintenance Workflow
2. Submitting Requests for Residents
3. Processing & Editing Tickets
4. Marking Requests as Billable
5. Add a Photo

1. The Maintenance Workflow

The maintenance module streamlines communication between residents and service staff, ensuring all community repairs are tracked from request to completion.

• Monitoring Requests: Administrators can see an at-a-glance count of new incoming requests via the blue badge and orange dot in the sidebar and grid.

  

• Internal Documentation: Maintenance staff have access to a dedicated section of the ticket to record work-related details such as hours spent and material costs.
• Visibility: While residents can see the status and basic details of their requests, internal fields like priority and specific staff notes are hidden from the resident view.
• Integration Note: If your community uses external systems like TELS or WorxHub, fields such as priority and due date may be managed within those third-party platforms rather than directly in Cubigo.

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2. Submitting Requests for Residents

Staff can manually enter work orders on behalf of residents through the back-office panel.

• Entry Point: Select Requests from the Maintenance sidebar and click the [Add request] button.

• Mandatory Details: You must select the resident or apartment number and specify the issue type (e.g., Light bulb replacement, Appliance repair).
• Access Permission: Staff can indicate whether the technician has permission to enter the apartment if the resident is not present, provided consent has been obtained.
• Assignment: Staff assign a priority level (Low, Medium, High) and a due date to help organize the service queue.

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3. Processing & Editing Tickets

All requests are managed in a central grid where staff can update progress in real-time.

• Status Management: Staff update the request status using the [Change] dropdown. Available statuses include Requested, Confirmed, In Progress, On Hold, Done, Canceled, and Declined.

• Real-time Communication: The comment column allows for direct "one-to-one" conversation between the technician and the resident. Any new comments trigger notifications for the resident.
• Editing Details: Use the pencil icon next to any field within an open ticket to adjust the due date, location, or room details.
• Data Management: The maintenance grid can be filtered by issue type for planning, and all request data can be exported to .PDF or .XLS for offline review.

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4. Marking Requests as Billable

Communities can capture costs for repairs and materials to simplify end-of-month invoicing.

• Activating Billing: To mark a task as billable, select "Yes" in the billable field of the request. A billable reason and its corresponding amount will automatically populate based on community configuration.
• Flexible Overwrites: Staff can keep the default amount or manually overwrite it if specific material costs change.
• Invoice Consolidation: Once a request is set to Done, billable items are written to the Invoice Overview in User Management.
• Exporting Financials: Billable lines can be exported to a CSV file containing resident codes, charge codes, and transaction dates for use in external accounting systems.

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5. Add a Photo

As a staff member, you can attach images directly to maintenance requests — giving your team instant visual context to triage, prioritize, and resolve issues faster, without extra back-and-forth.

• Log into Cubigo 
• Open the Back Office panel
• Select Maintenance 
• Click Add Request 
• Fill in the Request Details
• Scroll to the bottom of the page to find the +Add a photo button

Photos are automatically embedded in Request Detail PDF exports, creating a clear visual record alongside the written description.

If you use an integrated partner such as TheWorxHub, TELS, or Dwellant, the platform automatically adds a note to the request description when images are attached. This lets your partner know that visual documentation is available to view in your platform.

* Privacy Note: Only attach photos of the maintenance issue itself. To protect resident privacy, please ensure no residents appear in your images.

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