Work Order / Cleaning Schedules

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Work Order / Cleaning Schedules
August 5, 2012, by Stay at Joe's

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Could you incorporate a work order / maintenance feature? I would assume it would be under the property in a sub tab for maintenance... for example > Unit A has a leaking tiolet > allow us to put in this request for maintenance and allow this to be printed or emailed... and then allow us to go back in after work order was completed and add a labor charge and possible parts charge. Then allow this to be carried over to the expenses tab.

I would also like to see if you could then take this the next step and produce a monthly folio that can be produced for each unit... that would have income , minus expenses (maintenance, management fee, etc.) and this would also ask you to allow us to enter a management fee for each unit specifically.

The other thing would be maybe a cleaning report. Allow it a selectable date range.. therefore we could print out or email all the cleaning for X area or X unit to provide to our cleaning staff.

Just thoughts... Love the program so far. Thanks for everything you have done. Stay at Joe's LLC Charlie

17 Responses:

John Amato, August 10, 2012:

Excellent ideas. May I ask some clarifying questions?

What is your management fee? You don't have to provide any actual numbers on this quasi-public forum, but what I mean is how is it calculated? Is it a flat fee per month? Per booking? Or is it a percentage? If so, of what? Revenue? Rent only? Rent less taxes?

As for the cleaning report: I think we can do something like this. In the meantime, did you know that you can establish additional Bookerville members and assign them specific permissions on a property-by-property basis? You could assign cleaners read-only permissions, and then they could use the Master Calendar to see when check-outs are occurring.

You can also setup Automatic Scheduled Emails that will notify certain cleaners X number of days prior to each check-out to remind them to clean.

We are pondering your other ideas and we do plan to include these features, so look for them in the coming months. In the meantime: let us know if we can help you configure these other features, Ok?

Thanks!

John

Stay at Joe's, August 10, 2012:

The management fee would typically be 20% and this number would be from Gross Rents. Taxes would be separate from this. We process ours monthly. for example

July
Gross Rents = $20,000
Management Fee(20%) = $ 4,000
Minus Expenses = $ XXXX

Total Revenue = $16,000

This would be a sample monthly invoice that could pull the monthly numbers from the bookings, we could plug in a management fee(it could vary from 15% to 25% on units), and also import our expenses. This all could be put in a nice looking invoice with a logo feature that you have at top, also import property owner information. You would REALLY increase your users with a feature like this.

I agree on the cleaning schedule like you mentioned. It was more the thought of getting a feature that would allow us to keep track of the cleanings as a specific different item. We might have 4 different types of units with cleaning fees that vary from $100 to $250. It would be a bookkeeping thought. Once again, these are just thoughts.

any other thoughts or suggestions are welcomed.

Charlie

Sabeli Villas.c.b. - E30811939, January 2, 2014:

Totally agree on these 2 basic requirements. An essential part of Property Management to monitor separately Maintenance and Cleaning.

John Amato, May 31, 2014:

Have you checked out our latest new features?

Owner Statements

Automatic Recurring Expenses

These address some of what you're describing here with the commissions, etc. We are trying to foster a discussion about these new features, so that we can develop the best solution possible for everyone. I strongly encourage you to participate.

Thanks,

John

ASATR, November 19, 2016:

I found this old thread - do you plan to add a work order feature?

John Amato, November 19, 2016:

We are gathering requirements and trying to get some customers interested in serving as pilot-testers for what would be a "beta" implementation.

Interested?

ASATR, November 19, 2016:

Yes! very!

John Amato, November 19, 2016:

What sorts of things would you want it to do? Try to start at the "high-level", and then we can work our way into the details from there.

Are you envisioning a list of work-orders, on a per-property basis? What kinds of things make up a work order?

- Date entered?
- Date scheduled?
- Date completed?
- Date paid?
- Amount
- Description
- Category?
- Vendor? Is this a pick-list of values, or should this be global, complete with registered users to associate with each work order?

Just some ideas to start off with. Let us know your thoughts...

ASATR, November 22, 2016:

Let me talk to my team and I will send you an email. Thank you!

MelodyM, February 21, 2017:

We would love a work order persay that can be emailed to the maintenance manager. For us it would make sense for the housekeeper to be able to input a maintenance issue as they are the first to enter the property after each guest and can see if there is something that needs to be repaired. A way to take a photo as well. That way they can send a picture attached so the maintenance manager knows exactly what is needing to be repaired. Then some way that the maintenance manager then can click that the repair has been made.

MelodyM, February 21, 2017:

If there is multiple items maybe some click boxes or something. Not sure how all to do this but, a housekeeper might be the first to notice a leaky faucet, or a lightbulb that needs replacing or a loose hinge etc. We currently use Wunderlist as it allows a checklist but we did look into zInspector as they had a lot of functions that would work great for this type of need for property managers with multiple properties. They have maintenance checklist templates, ways to upload photos etc. Would be cool if BV had functions similar. Def 110% a BV fan!
Thank you guys for always paying attention to our requests and patience.. You guys are a life saver for us!

John Amato, April 12, 2017:

Ok - we've taken the first steps for this endeavor. The Housekeeping mobile app has been updated to permit housekeepers to report maintenance issues. They can also now upload up to three (3) additional photos specifically for the maintenance being reported.

When they report maintenance, it automatically creates a Work Order. You should be able to see these in two places: in your Dashboard >> At-A-Glance tab (new "Work Orders" box), and also in your Property Setup page, there's a new tab called Work Orders.

In the Work Orders tab, you can edit them. New Work Orders start off in "Pending" status, but you can change it. There is also a printer icon to display a printable version of the work order, so you can hand off to a contractor, etc, if needed. Any photos associated with it are presented here (when you edit or click the printer icon), and you can delete and/or add your own photos.

Next up of course would be to explore setting up specific members (users with permissions, Dashboard >> Account Settings tab) as "maintenance" role, but we are working on that. In the meantime, please report feedback here, if you would. It is very nice to consolidate feedback into a single, interactive forum like this.

Thanks all, look forward to hearing your constructive critiques!

Cheers,

John

Sun N Fun Vacations, April 17, 2017:

That's a great feature (Work Orders) I just input one for testing pursoses and did not find the option to create my own departments. I see a few pre-populated though. Also, the schedule field is in what format. Text? Shouldn't it be in Date format? Same for completed.

But it will be very useful.

Thank you

Sabeli Villas.c.b. - E30811939, May 22, 2017:

The Works Order Tab is currently on the second page (MORE) under My Properties. Is it possible to rearrange the tabs. In my case Photos & Rates Tabs are not viewed that often once set up, so would prefer Works Orders on first page. Not major, just a thought.

Sabeli Villas.c.b. - E30811939, May 22, 2017:

If it is not possible to have a separate report for Maintenance yet. It would be an advantage to have Maintenance/Repairs indicated on the Clean/Inspect Status (Individual Booking) & Clean/Inspect Report. Currently there are only the Theft/Stolen and Damaged options, which indicate recompense from the guest with immediate action required. Maintenance/Repairs would indicate responsibility of Owners. Appearing on Clean/Inspect Status owners would be able to view real time.

Sabeli Villas.c.b. - E30811939, May 24, 2017:

Testing E-mail Templates for Works Orders. Have found the Triggers for Inspection Notifications ie. "Refer to Previous Booking" & "Refer to Next Booking" are just that. I cannot get the Tags in the e-mail to refer and appear on the current booking. Is this something you are working on, Or am I doing something wrong.

Sabeli Villas.c.b. - E30811939, May 24, 2017:

Testing E-mail Templates for Works Orders. "Next Arrival" Tags also do not appear to be working.

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