Using Fixflo to log faults & create works orders

Owned by Fiona Hardy
Last updated: Sept 23, 2022
5 min read

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

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

 

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



3. Upload photos

  • Add photos

  • Click Next

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

4. Address & tenant details

  • The property details are displayed

  • Click Next - the tenant details are displayed

  • Click Next

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

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

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

3. Task

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


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

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

2. Getting login credentials for a tenant or landlord

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

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



2. Report a fault

  • Click Report a fault
    This links to Fixflo

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

  • Click Overview or Faults (on left)

  • Click View to see more detail of the logged fault

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

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

  • 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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