In Breeze, work orders are called maintenance requests. They can come from two sources: property managers, who can enter them directly in Breeze, or owners, who can enter them via CondoCafe. This article describes the first case -- entering a maintenance request in Breeze.
To enter a maintenance request
Go to Maintenance > Maintenance Requests.
Click Add New.
The New Maintenance Request screen appears.
Complete the screen.
A maintenance request can be for the property as a whole -- for example, resurfacing the parking lot -- or it can be tied to a specific unit, for example, a broken air conditioning unit. Complete the screen as you see fit. The only required fields are Property, Description, Category, and Priority.
In the Description field, start with a brief summary of the issue and follow it with a longer description if needed. Only the first 35 characters appear on reports and lists.
If you select a vendor, you can create a payable directly from the maintenance request. You can also charge a tenant for a repair if needed.
The Access Notes field is typically used for information about getting to the location of the repair. You can also assign the request to a Breeze User and enter a Due By day and time.
Click Save.
After Saving a Maintenance Request
After saving, there is additional functionality.
Email: You can email the maintenance request to a vendor or the owner, including an option to attach a PDF version of the maintenance request. Click the Email button at the top of the screen. A window appears where you can compose an email message or select a preconfigured email template.
Payables: If you select a vendor, you can add a payable. Click the Payables tab.
Charges: If you need to charge the owner for the repair, click the Charges tab.
Recent MRs: On the left side of the screen, there is a tab for Recent MRs that lists the recent requests made for the same unit.
Photos: On the left, there is a tab where you can upload photos related to the request.
Videos: On the left, there is a tab where you can upload videos related to the request.
How Tenants Enter Maintenance Requests
Tenants can log into the CondoCafe Portal and enter a maintenance request on their own. The maintenance request then appears in Breeze, so the property manager can view it and respond to it.
Updating Maintenance Request Emails
You can update the email for Maintenance Request notifications via Properties > Properties > select the Property > CondoCafe Tab > update the Maintenance Email Field.
You can also utilize the CondoCafe Bulk Update function in the toolbox via Admin > Toolbox > CondoCafe Bulk Update. After clicking display to see your properties, scroll to the right for the More Details button, which then opens a new window. You can revise the maintenance email address field for your Properties > Save, and once completed for the required properties, click Publish All to sync the data.
If you want to review who is receiving emails with work orders or maintenance requests, review the Maintenance Email Field on the CondoCafe Tab for the Property.