Mobile App - Facilities Management

Modified on Tue, 5 Aug at 3:45 PM

TABLE OF CONTENTS

Accessing Facilities
Work Orders
Preventative Maintenance (PM)
Daily Tasks

Accessing Facilities

To access the Facilities module:

Tap the Menu icon in the lower right corner.
Scroll to find Facilities and tap to access.
Reorder for easy access (optional):
- Tap and hold the three bars to the right of “Facilities.”
- Drag it up to the top of the list to see it appear in the bottom navigation.
Once tapped from the Menu or added to your bottom navigation, you’ll see four options:
- Work Orders
- Preventative Maintenance
- Daily Tasks
- Logbook (Coming soon)

Work Orders

Viewing Work Orders

Tap Facilities → Work Orders.

If you have access to multiple properties, select one from the Property Selector (top right).

If you only have access to one property, it will be selected by default.

You’ll see a list of Active work orders (Open, In Progress, or On Hold). Completed work orders are hidden unless you apply filters.

Filters & Sorting

Tap the Filter icon in the top left.

Filter or sort by:

Status (Open, In Progress, On Hold, Completed)
Location
Priority
Assigned To
Due Date

Tap Apply to update the list or Clear Filters to reset.

Creating a Work Order

Tap the + New Work Order button (bottom right).

Fill in:

Location (required)
Title & Description
Photo (optional): Take a photo or upload from your phone.
Priority: Default to Medium if unsure.
Assignee (optional): Select if you know who should handle it.

Tap Save. A success message will appear.

Work Order Details

Tap a work order to view details:

Status: Tap to update (Open, In Progress, On Hold, Complete).

On Hold → you will be prompted to enter a reason (e.g. “Waiting for parts”).

Complete → you will be prompted to enter a resolution (e.g. “Bulb replaced”).

Asset: If the location has assets, add one here. (Note: Asset selection at creation is coming soon.)

Attachments: Add more photos/files here if necessary.

Comments:

Leave updates or instructions.

Use @ to mention a team member. This sends a mobile push and web notification.

History

At the bottom of the Work Order, tap the History tab to view full history:

Who created it
Status changes
Comments, attachments, and reasons for hold/completion

Preventative Maintenance (PM)

Viewing Schedules

Tap Facilities → Preventative Maintenance.

View a list of active schedules.
1. Tap one to open details.

Instance History

The current instance shows by default.
Tap the instance date range to view previous PM runs and their history.
Schedule Details
You’ll see:

Schedule name & frequency
Completion progress (e.g. 3 of 8 locations complete)
Location list (searchable)
Status: Open, In Progress, On Hold, Complete, or Skipped.

*If you skip a location, you’ll be asked to give a reason.

Working a PM Task

Tap into a location.
Change the status as work progresses.
Scroll to view procedures.
- These are pre-built task lists.
- Tap the checkbox next to each item as you complete it.
- Once all procedures are done, mark the location as Complete.

Filtering Schedules

Tap the Filter icon in the top right to:

Sort by Due Date
Use Advanced Filters to set a date range

Daily Tasks

This section shows recurring daily operational tasks like pool checks, laundry inspections, or fire panel resets.

Tap Facilities → Daily Tasks

You’ll see two tabs:

Assigned to Me: Tasks assigned based on your role (e.g. Technician). Shared among your role group — once one person completes it, it disappears.
All Tasks: Full view of what’s due today for your property.