Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Info

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:

Table of Contents
minLevel2
maxLevel2

Logging a fault using Fixflo

...

1. Access Fixflo

  • Log in to your Fixflo site

2. Choose fault category and enter detail

  • Click through each screen to select the relevant category/categories

  • Select the issue itself and add Fault detail notes 

  • Click Next

Info

All categories chosen and details added are transferred to the works order

Image Removed

Image RemovedImage Removed


Image AddedImage AddedImage AddedImage Added

3. Upload photos

  • Add photos

  • Click Next

Image Added
Info

All files downloaded are transferred to the Documents section of the works order

...

4. Address & tenant details

  • The property details are displayed

    Image Added
  • Click Next

...

  • - the tenant details are displayed

    Image Added
  • Click Next

Info

Property and tenant details are taken from AgencyCloud

...

Image Removed

...

5. Confirm details

Image Added
  • Enter 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

...

  • AgencyCloud

Info

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

...

Logged faults in

...

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

...

Image Added
Info

Outstanding works orders can be seen in the Property Management panel on the Organiser

2. Updating the works order

The works order can be added to, as required

...

Image Added

For example:

  • Update Work Status to Raised

  • Enter Required By date

  • Add any additional works details (click (plus) in Works Details section)

  • Enter Costs plus who to charge (i.e. tenant/landlord)

  • Select Contractor

Info

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

3. Task

A task is automatically generated for the property manager, which they will see on their Organiser, in the Messages & Tasks panel

...

Image Added
Info

Tasks are also flagged in the Activity Feed on the property and tenancy records


Using the Reapit Online self-service portal (tracker) to log & view faults

Expand
titleProviding a tenant or landlord with access

To allow landlords and tenants to access the Reapit Online self-service web portal (tracker),

...

you need to provide them with their login credentials

1. Check their details

First, ensure their details are entered correctly

  • Property, Landlord and Tenant details should all be correctly entered in the tenancy screen, as this information is used in Fixflo

...

  • Image Added

2. Getting login credentials for a tenant or landlord

Click here: Providing your clients with login access to the self-service portal (tracker)

Expand
titleLogging a fault (tenant)

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:

  • Click Renting

...


Image Added

2. Report a fault

  • Click Report a fault
    This links to Fixflo

Image Added
Info

For next steps, see first section above (from step 2) entitled Logging a fault using Fixflo

...

Expand
titleViewing/tracking a fault

Faults logged are shown on the self-service portal on the Overview page and also the Faults page

  • Click Overview or Faults (on left)

...

  • Image Added
  • Click View to see more detail of the logged fault

Expand
titleLandlord tasks on the portal

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

  • The landlord should log in to the tracker using the landlord login issued to them

  • The Management section displays details of any current works orders

...

  • Image Added
  • Any works orders requiring approval are displayed first, with options to ViewReject 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

Info

Works orders will be displayed here while the works order has a status of Raised - and until the works are marked as Completed

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

Expand
titleAreas that can be customised

...

Image Added
  • Colour 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

...

  • Image Added

Filter by label (Content by label)
showLabelsfalse
max5
spacescom.atlassian.confluence.content.render.xhtml.model.resource.identifiers.SpaceResourceIdentifier@a45
sortmodified
showSpacefalse

...

reversetrue
typepage
cqllabel = "worksorder" and type = "page" and space = "RW"
labelslettings tenancy
Excerpt
hiddentrue

The Fixflo integration allows faults to be logged within Fixflo to create a works order within AgencyCloud