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. 

This article reviews:

• How to Create a Work Order
• Disabling Access for Tenants to Submit Work Orders
• Owner Access to Work Orders (PM Accounts)

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. Complete information for each section as needed

   1. Shared Information - Information entered in this section section will be visible in the tenants and owners through their portal when the work order Portal Options are enabled

      Pro Tip: By default the software will automatically number work orders for you. If you prefer to enter numbers manually, uncheck the Auto box and enter the number.

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 - This 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 - This section 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 - 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

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

Owners can refine their work order list within the Owner Portal by selecting the status from a dropdown, filtering by Property Name or Assignee, and sorting by Date Received or Priority.