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This guide has been reviewed against our global client base and classed as relevant to all regions |
The Fixflo integration allows faults to be logged within Fixflo to create a works order within AgencyCloud
This triggers a reminder task for the relevant property manager, as well as automatically logging property and tenancy journal notes of the fault detail and works required
When using a Reapit Online self-service web portal (or tracker), Fixflo can be used by a tenant to log faults via the portal - once faults have been reported, they can be viewed at a later date from the portal by the tenant or landlord - landlords can also use the portal to approve works
This guide covers - click a link below to skip to that section:
Logging a fault using Fixflo
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1. Access Fixflo |
2. Choose fault category and enter detail Info |
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All categories chosen and details added are transferred to the works order |
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4. Address & tenant details |
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Property and tenant details are taken from AgencyCloud |
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5. Confirm details Image AddedEnter any Further notes Select the relevant options Click Submit Issue Confirm, when prompted After confirming, a works order and task are created for the Property Manager in
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Details of the options chosen and the notes added are transferred to the Works Order Fixflo can be configured to send an email when an issue is logged - this would usually be set-up to send to a generic property management inbox or to a co-ordinator/admin |
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Logged faults in
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AgencyCloud
Once logged via Fixflo, a new works order is created and a task is generated for the property manager
1. New works order Information is taken from the fault report and added to the works order, such as who reported it, when it was booked, the title and description plus tenant details
If any pictures were downloaded when reporting the fault, these can be accessed via the Documents button |
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Outstanding works orders can be seen in the Property Management panel on the Organiser |
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2. Updating the works order The works order can be added to, as required |
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Image AddedFor example: Update Work Status to Raised Enter Required By date Add any additional works details (click in Works Details section) Enter Costs plus who to charge (i.e. tenant/landlord) Select Contractor
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If a self-service portal (tracker) is in use, updating the works order will update the information shown to the tenant/landlord when viewing it in the portal |
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3. Task A task is automatically generated for the property manager, which they will see on their Organiser, in the Messages & Tasks panel |
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Tasks are also flagged in the Activity Feed on the property and tenancy records |
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Using the Reapit Online self-service portal (tracker) to log & view faults
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title | Providing a tenant or landlord with access |
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To allow landlords and tenants to access the Reapit Online self-service web portal (tracker), |
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you need to provide them with their login credentials 1. Check their details First, ensure their details are entered correctly |
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title | Logging a fault (tenant) |
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A tenant can access the self-service portal to log a fault through Fixflo 1. Launch the portal The link used to launch the portal identifies the tenant and displays the relevant information for them On the main page: |
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| Image Added | 2. Report a fault Image Added Info |
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For next steps, see first section above (from step 2) entitled Logging a fault using Fixflo |
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title | Viewing/tracking a fault |
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Faults logged are shown on the self-service portal on the Overview page and also the Faults page |
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title | Landlord tasks on the portal |
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While the works order has a status of either Pending approval or Pending quote, the fault will be displayed in the self-service portal and can be approved by the landlord |
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Image AddedAny works orders requiring approval are displayed first, with options to View, Reject or Accept If rejecting, notes can also be added Any other open works orders are then shown, with the option to View details of them
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Works orders will be displayed here while the works order has a status of Raised - and until the works are marked as Completed |
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Customising Fixflo
The Fixflo screen is customisable, the Reapit key contact will be given access to a Fixflo application to allow the interface to be set-up to meet requirements
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title | Areas that can be customised |
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Image AddedColour scheme including the colours shown on the main page and on highlighted issues See Kitchen example Issues shown including the resulting options when selecting an issue Content of pop-up messages The content of pop-up messages is customisable For example, as seen in the Emergency message below
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Excerpt |
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The Fixflo integration allows faults to be logged within Fixflo to create a works order within AgencyCloud |