Repairs

Created by Katja Balažic, Modified on Tue, 7 May at 12:46 PM by Katja Balažic

Flexkeeping's maintenance module enables you to easily create repairs for your maintenance department.

In this article you will learn how to:

CREATING A NEW REPAIR
ADDITIONAL OPTIONS
OVERVIEW OF PENDING REPAIRS
FUTURE REPAIRS
PLACING A REPAIR ON HOLD
OUTSOURCED REPAIRS
ADDING MATERIAL CONSUMPTION

CREATING A NEW REPAIR

Creating repairs is a simple process that can be done either on the web or through the phone app, involving three easy steps:

STEP 1: Adding a repair

On the web, go to Maintenance and click the green "Add Repair" button. Select from the following options: add internal repair, or repair reported by guest.
On the mobile app, select "Room" from the menu, and a large green plus button will appear in the lower right corner. Tap on it to access the option to add a repair. Additionally, you can also access repairs from the side menu under the Maintenance module.

STEP 2: Entering the information

Repair status: The default setting for repairs in Flexkeeping is internal, but you have the option to change it to "Reported by guest" by clicking on the Repair status button.

On this page, you can also change the repair priority, by selecting from the following options:

Low
Medium
Urgent

After making your selections, click on the confirm button.

Select code: From the list, select the code that applies. The codes that appear here can be added to the assignment code screen.

Select space: Choose the area or space associated with the repair.

Once you have completed the form, click "Save," and the repair will be created.

Web

ADDITIONAL OPTIONS

On the web, these additional options appear on the right side of the screen, and on the app, they can be accessible at the bottom of the screen.

Add photos: this function allows you to add pictures and videos.
Due date: you can add the date and time by when the repair needs to be completed
Assignment scheduling allows you to create future repairs.
To-Do List: you can add additional sub-tasks that need to be actioned.

Accepting and completing repairs

After creating a repair, a notification will be sent to all the maintenance technicians. They will collaborate and determine amongst themselves which technician will take the responsibility to fix the repair.

To assign the repair to yourself, simply click on the human icon and confirm your intention to self-assign the task. Once the repair is completed, click on the submit button and then press "Done" to confirm its completion.

OVERVIEW OF PENDING REPAIRS

In the app, you can conveniently adjust the order in which repairs are displayed by clicking on the filter icon. This will provide you with various options to organize the list based on different filters, including priority, date, state, and more.

Web

On the web, all repairs can be accessed from the Maintenance page. By clicking on a repair, an additional box will appear on the right side, providing options to edit, comment, or mark the repair as completed. At the top of the page, users can switch between different filters to view repair based on various stages, including:

Submitted
All
Done
On Hold
Recurring
Future
My tasks
Cancelled
For Outsourced

FUTURE REPAIRS

This feature enables you to create future repairs.

Begin by navigating to the maintenance module and clicking on the Add Repair button. Select the appropriate code and space relevant to the repair. Once this is completed follow the steps below.

Web:

On the right-hand side of the box, click on the "Schedule Assignment" button.

A pop-up window will appear with the following options:

Calendar: Choose the date when this task should be completed.
Time: Select the specific time by which the repair should be completed
Add to the selected time:
Repeating assignment: Mark it as NO
Select the date when the repair should be completed and press Save.

The repair will be saved under future repairs and will be moved to the uncompleted tab on the date that was selected.

When editing a future or recurring task it will prompt the pop-up below, where you should choose if you want the new settings to be changed only on that specific assignment or to all future assignments.

PLACING A REPAIR ON HOLD

This feature provides you with the ability to temporarily pause a repair process when certain circumstances arise. It is designed for situations where you are unable to complete the repair immediately because either parts need to be ordered or an external company needs to be contacted to address the issue, etc.

To utilize this feature, follow the steps below:

On the mobile app

Navigate to the specific repair and click on it.
On the top right corner of the screen, locate and click on the pause icon.
A pop-up window will appear, prompting you to provide a reason for pausing the repair.
Once you have provided the reason, click on the "Confirm" button.

The repair will then be moved to the "On Hold" tab, indicating its temporary suspension until further action can be taken.

On the web

Navigate to the maintenance module and select the specific repair
Click on the three dots and select the on-hold option
Provide the reason and click on the Hold button to confirm

Completing the on-hold assignment

On the mobile app:

Navigate to the on-hold tab and press the pause button. A pop-up message will appear prompting you to release the repair. Press the yes button to confirm the change.
The repair will be moved to the Uncompleted tab
Click on the submit button and press Done to confirm that the repair has been completed.

The same steps apply in the web version, under the maintenance module.

OUTSOURCED REPAIRS

If the repairs require resolution by an external company, you have the option to assign the repair to them. Here's how you can do it on the web:

Navigate to the maintenance module
Select the specific repair that needs to be outsourced.
Click on the three dots and select the edit option
Choose the "Outsource Company" option from the menu.
Select the appropriate company from the provided drop-down list.

Please note that before assigning a repair to an external company, the company must be added first. You can accomplish this by accessing the Administration menu - Outsourced Company. If you don't have access to this menu, please reach out to our support team for assistance.

Notifying the outsourced company

If you have connected an email address to the designated company, there is an option available to send them a notification regarding the reported repair. Upon selecting the company, a pop-up message will appear, asking if you wish to send them an email. Choose "YES," and an email will be automatically dispatched to notify them about the reported issue.

ADDING MATERIAL CONSUMPTION

You can utilize this functionality to monitor your maintenance supplies. To begin, add the items on the web under "Add-On Items - Maintenance Supply." To record consumption, simply access "Edit Consumption," where you can specify the item and quantity used. By navigating to "Analytics - Maintenance Supply," you will have visibility into the utilized items.

Repairs

Flexkeeping's maintenance module enables you to easily create repairs for your maintenance department.

In this article you will learn how to:

CREATING A NEW REPAIR

Creating repairs is a simple process that can be done either on the web or through the phone app, involving three easy steps:

STEP 1: Adding a repair

On the web, go to Maintenance and click the green "Add Repair" button. Select from the following options: add internal repair, or repair reported by guest.

On the mobile app, select "Room" from the menu, and a large green plus button will appear in the lower right corner. Tap on it to access the option to add a repair. Additionally, you can also access repairs from the side menu under the Maintenance module.

STEP 2: Entering the information

Repair status: The default setting for repairs in Flexkeeping is internal, but you have the option to change it to "Reported by guest" by clicking on the Repair status button.

On this page, you can also change the repair priority, by selecting from the following options:

Low

Medium

Urgent

After making your selections, click on the confirm button.

Select code: From the list, select the code that applies. The codes that appear here can be added to the assignment code screen.

Select space: Choose the area or space associated with the repair.

Once you have completed the form, click "Save," and the repair will be created.

ADDITIONAL OPTIONS

On the web, these additional options appear on the right side of the screen, and on the app, they can be accessible at the bottom of the screen.

Add photos: this function allows you to add pictures and videos.

Due date: you can add the date and time by when the repair needs to be completed

Assignment scheduling allows you to create future repairs.

To-Do List: you can add additional sub-tasks that need to be actioned.

Accepting and completing repairs

After creating a repair, a notification will be sent to all the maintenance technicians. They will collaborate and determine amongst themselves which technician will take the responsibility to fix the repair.

To assign the repair to yourself, simply click on the human icon and confirm your intention to self-assign the task. Once the repair is completed, click on the submit button and then press "Done" to confirm its completion.

OVERVIEW OF PENDING REPAIRS

In the app, you can conveniently adjust the order in which repairs are displayed by clicking on the filter icon. This will provide you with various options to organize the list based on different filters, including priority, date, state, and more.

Web

Submitted

All

Done

On Hold

Recurring

Future

My tasks

Cancelled

For Outsourced

FUTURE REPAIRS

This feature enables you to create future repairs.

Begin by navigating to the maintenance module and clicking on the Add Repair button. Select the appropriate code and space relevant to the repair. Once this is completed follow the steps below.

On the right-hand side of the box, click on the "Schedule Assignment" button.

A pop-up window will appear with the following options:

Calendar: Choose the date when this task should be completed.

Time: Select the specific time by which the repair should be completed

Add to the selected time:

Repeating assignment: Mark it as NO

Select the date when the repair should be completed and press Save.

The repair will be saved under future repairs and will be moved to the uncompleted tab on the date that was selected.

When editing a future or recurring task it will prompt the pop-up below, where you should choose if you want the new settings to be changed only on that specific assignment or to all future assignments.

PLACING A REPAIR ON HOLD

On the mobile app

Navigate to the specific repair and click on it.

On the top right corner of the screen, locate and click on the pause icon.

A pop-up window will appear, prompting you to provide a reason for pausing the repair.

Once you have provided the reason, click on the "Confirm" button.

The repair will then be moved to the "On Hold" tab, indicating its temporary suspension until further action can be taken.

On the web

Navigate to the maintenance module and select the specific repair

Click on the three dots and select the on-hold option

Provide the reason and click on the Hold button to confirm

On the mobile app:

Navigate to the on-hold tab and press the pause button. A pop-up message will appear prompting you to release the repair. Press the yes button to confirm the change.

The repair will be moved to the Uncompleted tab

Click on the submit button and press Done to confirm that the repair has been completed.

The same steps apply in the web version, under the maintenance module.

OUTSOURCED REPAIRS

If the repairs require resolution by an external company, you have the option to assign the repair to them. Here's how you can do it on the web:

Navigate to the maintenance module

Select the specific repair that needs to be outsourced.

Click on the three dots and select the edit option

Choose the "Outsource Company" option from the menu.

Select the appropriate company from the provided drop-down list.

Please note that before assigning a repair to an external company, the company must be added first. You can accomplish this by accessing the Administration menu - Outsourced Company. If you don't have access to this menu, please reach out to our support team for assistance.

Notifying the outsourced company

ADDING MATERIAL CONSUMPTION

If you don't have this option on your account, please contact our team at support@flexkeeping.com