Maintenance Manager V2.0 Release Notes

No need to upgrade – Maintenance Manager is cloud-based and updates automatically

In-tray Modifications

1. In-Tray Enhancements

The In-tray items have been rearranged to improve accessibility – the “Notes” tab previously under “Attention Required” is now freestanding – and a new option – Strata Attending – has been added.

2. Refer jobs to a Strata

Jobs can now be referred to the Strata Manager when required. A simple process has been included enabling you to specify Strata information for a property, and refer work to that body for approval. From a user’s point of view, it is very similar to referring to a tenant. The System generates all the essential reminders and facilitates the collation of any correspondence notes between all parties.

Strata managers are kept in a list, and can be applied to other properties simply by choosing an existing strata from a dropdown or creating a new strata when Modifying a property. There is also a Strata Entities list option under the Properties menu.

If there is no strata associated with the property in the system, but you want to refer the job to the strata, there is a shortcut on the Recommended Actions and the Maintenance Request list. Click the “+” icon in the Refer to Strata column, and the strata entry for the property will be displayed. Upon saving the information, the user will see the list again. The job can now be Referred to Strata.

3. Job Notes

On the In-Tray, a new Notes button has been established. This is to clearly alert you if any new Notes have arrived from any of the recipients – Landlord, Tenant, Strata Manager or Trade Supplier. It will also enable you to immediately respond back to them and ensure that all the correspondence is contained in the final Event Log. New notes can also be created via the “Job Status” screen.

4. Aged In-Tray

This is a valuable management report to ensure that all your tasks are being effectively attended to. It lists all the items in the In-tray that need to be actioned and provides an aged count of the number of days since they were created and since any action was taken. When in the In-tray click “Aged In-tray” in the top right-hand 2nd level menu.

Creating Jobs

5. Emergency Jobs

Emergency jobs are now handled by MMgr. This feature is fully integrated into the Trades Suppliers System and will be integral to the Tenant App. It enables a maintenance request to be immediately identified as an Emergency Job with the appropriate key people being informed and reminded. The system is designed to handle both normal hours and after-hours jobs effectively.

6. Conditional Work Orders

Conditional or capped work orders have been added to simplify the maintenance quote/job process. Conditional or ‘Capped’ Work Orders are for situations where you authorise a Supplier to proceed provided the cost is less than a specified amount. If the cost will be above the specific amount, a quote is required, however if it is below, then the request is automatically approved and the job is ready for scheduling.

The Conditional Work Order is actually an embellished Quote Request to the chosen Supplier. You have the ability to display or hide the Pre-authorised amount to the Trade Supplier.

New Settings (Global and per property) allow the default pre-authorised limit to be set and whether suppliers are shown the pre-authorised amount.

7. Bond / Tenant Cost jobs

When a job has been identified as being a tenant’s cost, you can now flag it in the system and it will ensure that it is highlighted so that it is not inadvertently deducted from the Landlord’s account. The Trade Supplier is automatically instructed to make the invoice out to the tenant and the Job is highlighted on the Payment Approval screen.

8. Responsible user on maintenance requests

You can now select who will be the “Responsible User” for a maintenance request, meaning that they will be the point of contact (email / SMS) for that job. This person will receive all automated reminders, responded emails, etc. so the right person will receive all the correspondence. This replaces the “PM contact on Job Sheet” option.

9. Resend Links

There is now an option to resend links to recipients – Trades Suppliers, Landlords, Tenants and Strata Managers. The recipient will receive an email with the link to the item which has been referred to them.

10. Multiple Job creation

You are now able to simply create multiple jobs for the same property with minimal key strokes. This is ideal for entering property inspection issues following an entry/exit/routine inspection.

11. Reinstate rejected actions/maintenance requests

If an action or maintenance request has been rejected by the landlord, and the landlord subsequently decides to reconsider that decision, it is now possible to resurrect the item and bring it back into the regular workflow.
PM Profile

12. Standard Notes for maintenance requests

You can now add standard text to each maintenance request to reduce re-typing of the same information. You can now add standard text clauses to your profile that will be added as a default to each type of Work Order – normal, Tenant Cost and Emergency. When a maintenance request is created of that type this text is automatically added into the public note on the job create page. You can modify or “clear” the text as required on a job-by-job basis.

13. “Accounts cc” option on PM Profile

Property Managers can now include an email address to which all approved invoices will be copied, for example to the accounts payable person.

Settings

14. Landlord Quote Options

MMgr now has various ways of controlling whether a Landlord is shown the “Get Quotes” option on their approval page.

Firstly you can select the Disable Quotes option when referring or creating a maintenance request.

Secondly, there are also two new settings that determine how landlords are permitted to request quotes:

The first setting is “Hide “Get Quotes” if value below limit”. If this box is ticked, the landlord will not be shown the “Get Quotes” button if the estimated value is below the specified limit.

The second setting is “Disable “Get Quotes” if value below limit”. If this box is ticked, the “Get Quotes” button will be disabled, but the landlord will be able to click a link to enable the box. This is designed to review the need for quotes for a particular issue rather than prevent landlords from requesting quotes.

These settings are available both globally for the agency and on a property-by-property basis.

15. Disable the Landlord’s option to “Refer to Tenant”

In the Settings you can specify whether you wish this option to be available to the Landlord when they have requests referred to them. Please note: that even if a Landlord selects to refer an issue to a Tenant it first comes to you for processing where you have the ability to question that selection.

16. Disable “Landlord Attending” option

You can now specify whether or not Landlords are allowed to elect to attend to issues themselves. This can be set either as a global setting or per property and hence all properties owned by that landlord.

17. Reminder Modifications

There has been extensive modifications to the automated reminder system, making it significantly simpler to manage while enhancing its effectiveness. There is now a specified reminder cycle. Reminders will be sent a number of times (as specified in Settings), and after that, there will be an “unresponsive” message sent to the relevant parties and the job will go to “Attention Required” in the In-Tray. If the matter still is not addressed, and reminders have not been disabled, then the reminders will halt for a period, and then restart after a user-specified period of time. At the end of this period, there will be another “unresponsive” message and the job will again go to “Attention Required”. The cycle will continue until the issue is either resolved or the reminders are disabled.

18. Default Days for Quotes/Jobs

You can now set the “Default days until quote request expiry” and “Default days until required job completion” in Global Settings. These defaults can be overridden on a job-by-job basis.

19. Automatic Notice of Entry

A Global Setting (General Settings) now allows an automatic Notice of Entry to be produced. If a Trade Supplier schedules a job and requests a key, a Notice of Entry will automatically be generated and emailed to the tenant or placed in Attention Required / Documents to be Printed (if no email address is available). The facility is controlled by the PM via a setting on each Trade Supplier’s profile that identifies whether you allow them to issue Notices of Entry.

20. Default Pre-authorised Limit

This feature allows you to specify a pre-authorised limit when requesting a quote from a Trade Supplier. If the quote is below the specified value, the quote is automatically approved, and the Trade Supplier can move on to scheduling the job without requiring further approval.
Refer also to “Conditional Work Orders”.

Trade Supplier Enhancements

21. Paid Quotes

MMgr now provides a simple solution for when Trade Supplier’s charge for quotes. The Trade Supplier specifies in the Trade Supplier System that they may charge for quoting and that is reflected beside the Trade Suppliers name with a Q$. Trade Suppliers can elect to charge for the quote immediately or only if they are unsuccessful or not at all, with MMgr providing automated solutions for each. Note: any invoice by a Supplier stills need to be approved by the PM via the Payment Approvals process.

22. Upload a Supplier’s Invoice

Whilst this is not a recommended process, we have enabled the PM to upload an invoice that has been sent directly to the agency on behalf of the Supplier. The registered Trade Supplier can now submit an invoice amount without actually attaching an invoice. When this is done, the job is moved to Attention Required from where the PM is able to upload the invoice. Once this is done the job will proceed to Payment Approvals.

23. Enter Quote Amount for Supplier

A PM can now enter a quoted amount on behalf of a Trade Supplier and Approve the quote. When in the “Outstanding Quotes” page, select Approve and a popup will allow entry of both a quote value and a Note. The job then becomes a Work Order and moves to “to be scheduled” in the Trade Supplier’s System. For instance, this feature can expedite jobs if a supplier calls from site with a quote amount.

24. Automatically Add a Trade Supplier

When you first approve an invoice from a new Trade Supplier they will automatically become one of your “My Trade Suppliers”. If you subsequently decide you wish to remove them you have an option Remove from My Trade Suppliers.

25. Remove a Trade Supplier

You can now remove a Trade Supplier from your list. Open the Trade Supplier record and select Remove from My Trade Suppliers from the 2nd level menu (top right of the page) and the supplier will no longer show when allocating a job.

26. Trade Suppliers invoice grouping

A Trade Supplier is now able to submit a single invoice to cover multiple jobs. This simplifies the process for multiple smaller items of the same nature covered by a single supplier.

27. Trade Suppliers acknowledge Quote Requests

A Trade Supplier can now acknowledge receipt of a Quote Request and this will be updated on the job status displays. This equates to the Work Order confirmation, and allows the Trade Supplier to confirm to you that they have received the Quote Request and do intend to submit a quote in due course.

28. Trade Supplier Profile

Trade Suppliers can now add a profile describing their services and any specific features of interest. To see the profile, click on the Supplier’s name in the allocation screen.

29. Late Scheduled Jobs

When a Trade Supplier schedules a job after the “Complete By” date, the job moves into Attention Required for the PM to acknowledge. Once the PM clicks the job to open and acknowledge the fact, everything proceeds as per normal.

Other Enhancements

30. Searching, filtering and totalling are available for more tables

The Approved Payments, Rejected Requests and Closed Jobs tables under Jobs / Job History now have full filtering and sorting capability. You can now sort on the useful columns and filter out the items you don’t want to see. Pages that contain invoices or quotes now have a total.

31. Agency Emergency Contact Enhancements

The Agency profile now contains options for setting office hours to identify when After Hours rules will operate regarding Emergency / Urgent jobs. This includes setting an email address and contact number for After Hours emergencies.

32. Revised Console Import

The Console import now excludes tenants who are past their vacate date. The import now also updates MMgr if the property is set to Holiday Letting in Console, clearing the tenant contact details at the same time. If a property is set to Holiday Letting, tenant details are not imported.

33. Revised REST Import

The REST import now excludes tenants who are past their vacate dates and also includes business phone numbers. The Holiday Letting status is not currently updated by the Rest import however if a property is already set to Holiday Letting in MMgr, tenant details are not imported.

34. Improved Event log

The Event Log now includes all images and PDF attachments in a single document. Attached PDF documents are present as appendices, and appear exactly as provided. You can see the full history of the job as it progressed through time.

35. Tenant App

The much anticipated Tenant App will be released commencing from the 2nd week of July: First release will be the Android version for Android devices available from Google Play. This will be followed by a second release for those who prefer a browser based version suitable for devices using a browser – PC, laptop, tablet, etc. The third release will be an iTunes version for Apple devices, expected in the last week of July.

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