Tenant maintenance

Tenant maintenance begins with an issue reported against a lease. The lease link identifies the tenant and unit through the agreement already on file. Issue type, reported date and description hold the information the property coordinator needs to understand the request. The status distinguishes open, assigned, repairing and resolved work.

This is a useful companion to the unit service request. Tenant maintenance preserves the tenant’s lease context, while a service request records the person who raised a unit issue, the assigned worker and the work dates. Staff can use each record for its stated purpose without treating a maintenance status as proof that a separate service request has been completed.

• Tenant report. Property Coordinator records the issue type, date and description on the correct lease.
• Assignment. The coordinator checks the lease and moves a valid open issue into assigned work.
• Repair and resolution. The team follows the issue through repairing to resolved, with the lease retained for later review.

Agree which staff may submit a tenant issue and how they confirm that the selected lease belongs to the reporting tenancy. A staff member should look at the lease status and the linked unit before assigning work. Decide which issue types the team uses in plain text so similar repairs can be found consistently. Clarify when a tenant maintenance entry should also lead to a service request for a named staff member.

Agree how the coordinator explains a report that is rejected or cancelled and keeps that decision separate from the repair path. For an accepted report, check the lease and source details before moving the open issue to assigned work.

A tenant in unit 2B reports water under a sink. The coordinator finds the lease first, confirms its linked tenant and unit, and enters the issue type, reported date and description. The issue appears in the maintenance queue as open. When the coordinator has checked the lease and arranged the work, it moves to assigned. The person overseeing repairs can then follow the entry through repairing and resolved.

Ask a second staff member to find the issue from the lease and explain which stage it is in. If a separate service request was created for the repair, that person should also be able to identify the worker and completion date there. The tenant maintenance record remains the starting point for the tenant-reported issue.

• Tenant maintenance queue — Review lease-linked issues still open, assigned or under repair.
• Active leases — Check the agreement behind a tenant’s maintenance report.
• Assigned service work — Find any unit request being handled by a named worker.

Read the service and tenant maintenance process. The data model explains why the issue links to a lease.