DAY-TO-DAY PROPERTY CAREOngoing maintenance.
Reports raised by residents at any point during everyday property life, from a leaking pipe to a faulty light.
THE EVERYDAY TOOLKIT
Follow an issue from report to resolution.
A resident reports a problem. Management assigns the work. Everyone can follow the progress in between, without chasing an update by phone.
Report it. Assign it. Follow it through.
EVERY REPORT HAS A NEXT STEP
1Reported2Assigned3In progressCompleted
STARTING A REPORT
What a resident
can submit.
A clear starting report gives your management team a better foundation for assigning and following up on the work.
Describe what happened.
A description of the issue, submitted by a resident or another authorised user of the property.
Point to the right place.
The location the report relates to, so management knows where the issue is.
Add useful context.
Supporting details such as photos, where your property's setup supports them.
DEFECT REPORTSubmitted
DF-1024 · SAMPLE REPORT
Leaking pipe under the sink
- Category
- Plumbing
- Location
- Kitchen · A-12-03
- Description
- Water is collecting under the kitchen sink. The pipe appears to be leaking at the joint.
ASSIGNMENT AND PROGRESS
A path the whole
team can follow.
Once a report comes in, management directs it to the right team and keeps a record of the work as it moves forward.
- 01
Reporting.
ReceivedLeaking pipe under the sink
Kitchen · A-12-03Submitted byResident · A-12-03Details ready for review
A resident or authorised user submits a report, with the details your property asks for.
- 02
Assignment.
AssignedLeaking pipe under the sink
Kitchen · A-12-03Assigned toPlumbing teamResponsibility recorded
Management reviews the report and directs it to the team or contractor responsible for the work.
- 03
Progress.
CompletedLeaking pipe under the sink
Kitchen · A-12-03Latest updateRepair recordedCompletion added to the report
Updates are recorded against the report as the work moves forward, through to a completion record.
One report. A record of the work.From the first details to the completion update.
TWO CONTEXTS, ONE WORKFLOW
Everyday maintenance.
Handover defects.
The same reporting and progress workflow supports two situations: ongoing maintenance requests raised at any time, and defects identified during a unit's handover period.
DAY-TO-DAY PROPERTY CARE
A NEW CHAPTER FOR THE UNITDefects during handover.
Issues identified as a unit changes hands, reviewed alongside the vacant possession appointment for that unit.
A LITTLE MORE CLARITY
Good questions.
Clear next steps.
Already using PropKita and need a hand?
Who can submit a report?
Residents and other authorised users of the property can submit a report. Which roles are authorised on your account can be confirmed during your demo.
Who updates the progress on a report?
Management updates the report as work is assigned and carried out. Whether contractors can update progress directly depends on your property's setup, and is worth discussing during your demo.
What can a resident see about their report?
Residents can follow the status of a report they submitted. The exact level of detail shown depends on your property's setup and can be confirmed during your demo.
Is handover different from everyday maintenance?
Both use the same reporting and progress workflow. Defects raised during handover are typically reviewed within a defined period alongside vacant possession. See our vacant possession page for that context.
Can we bring in our existing maintenance records?
Share your current process and the format of your records during the initial discussion, and our team can review what's involved in getting them ready for onboarding.
LET'S TALK ABOUT YOUR MAINTENANCE WORKFLOW
Give every report
a visible next step.
Tell us how your property handles reports and follow-up today.
We'll walk you through the relevant tools.