Create a Work Order

Routine maintenance, emergency repairs, and everything in between -- your Rentec Direct property management software can help you manage that important aspect of your rental business. 

Improve communications for maintenance management Sending Emails and Texts from Work Orders

How to Create a Work Order

Creating a maintenance or repair work order is an essential part of managing properties. 

The following steps will walk you through creating a new Work order. 

In your Rentec Direct account: 

1. Click on Properties
2. Right-click on a property and select Work orders 
3. Click on +New Work Order
4. Shared Information will be visible to tenants and owners through their portal when Portal Options are selected in the work order.
   
   System Note:  Program Defaults must also be set to yes, allowing owners and tenants to view work orders through their portal.
5. Private Information is for internal use. 
   1. Work to Be Performed and Priority will display on  work orders emailed or texted to vendors
6. Notes & History is the perfect place to document progress on a work order and update tenants and owners simultaneously.
   
   1. Copies of emails and texts sent to tenants and vendors from the work order will automatically be saved here and in the tenant and vendor messages
   2. Add notes that can be viewed through tenant and owner portals
   3.  Add notes for internal use only by setting the button to Private 
7. Portal Options allows you to select if owners or tenants can view the work order through their portal
8. Files - Click on Choose Files to upload photos and documents to the work order
9. PM clients can check Email Maintenance Manager to automatically send an email notification with a copy of the work order to the Maintenance Manager assigned to the property once saved. 
   
   Learn more about Manager Types in Rentec Direct
10. Click on Create Work Order 

Important Note: The description field will allow up to 45 characters

How Tenants and Co-Tenants Create Work Orders

1. Click on Repairs
2. Click on +Report an Issue
3. Enter a Description and Details
4. Indicate if Entry is Ok
5. Click on Report Issue
6. Upload photos if needed

System Notes: 

• When tenants create a work order, an email is automatically sent to a manager
  • Rentec Pro clients, the email will be sent to the administrator's email on file in Your Contact Information found in Settings
  • Rentec PM clients, the email will be sent to the assigned Maintenance Manager 
• When a Work order is completed, the tenant will automatically receive an email letting them know
• Tenants can filter and search for open, closed, assigned, and unassigned work orders they've submitted

Disabling Access for Tenants to Submit Work Orders

There may be times when tenants will not need access to create Work orders.

1. Click on Settings
2. Under Program, click on Program Defaults
3. Under Portal Settings, change Tenant Portal: Allow tenants to see and create work orders? to NO
   
   
4. Click on Save Changes

Owner Access - For Rentec PM Accounts

While property owners cannot create a work order, they can view work orders attached to their properties through their Owner Portal by default.

If you choose to turn off the access, the following steps will walk you through changing the settings.

In your Rentec Direct account:

1. Click on Settings
2. Click on Program Defaults
3. Under Portal Settings, change  Owner Portal: Allow owners to view work orders? to NO
4. Click on Save Changes