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Logging a fault using Fixflo
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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3. Upload photos  | Info |
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All files downloaded are transferred to the Documents section of the works order |
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4. Address & tenant details | Info |
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Property and tenant details are taken from AgencyCloud |
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5. Confirm details  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 |
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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 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  | Info |
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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  For 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  | Info |
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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), you need to provide them with their login credentials |
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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 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  Any 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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 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
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