Requests | How to process a maintenance request

In Cubigo you can process the maintenance requests and keep your residents informed about the planning.

You go to Maintenance| Requests overview from the administrator's sidebar.

The grid shows you the overview of the maintenance requests with all relevant details of each request in one line: client, contact details, requested date, issue, priority, comments from the resident, status of the request and action to be taken by staff (or status change).

Each status has a specific color.

On top of the grid (as well as in the menu sidebar), we show the number of new incoming maintenance requests.

Date picker

The date picker on top of the grid filters on a date.

Processing

You open a maintenance request by clicking somewhere on the details: the complete maintenance ticket (with a number) gives you all details:

Via this ticket you can communicate with the resident within the comments field. This communication goes 'one to one' between maintenance staff and the resident.

To change the status of the request, you click on the 'Change' button in an opened ticket OR you can click on the Action dropdown in the grid (overview) without opening the ticket. Change the status of the ticket to the appropriate one. The residents will be informed via a notification.

Add work-related details

The second part of the maintenance ticket is dedicated to maintenance staff to register work-related information as due date, time spent, material cost and billable option. These fields are not available in the request form for the resident and are not visible for the resident in the history request details. The information is also taken to the exportable xls list, to be searchable.

This part contains the following information:

• material cost: amount + free text comment
• time spent: hours + free text comment
• billable to: community definable values
• follow up: community definable values
• note: free text

Download

Next to the date picker, you find the icon to create a download of the maintenance requests to xls or pdf, as visualized in the grid. The export takes over the timespan and filters that are active on the grid. It contains all information that is visible in the grid plus the work-related back office fields mentioned above.

In order to organize the maintenance work planning, the grid can be filtered on issue type.

The download in pdf ( A4 format) will be available in-app, ready to be printed. 

Print

When a ticket printer is set up for the community via Google Cloud printing, an additional ticket print option will appear in the top bar.

Requested by staff

If a request is placed by staff, the initials of the staff user are shown in a small circle on top of the resident’s profile picture.