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Maintenance

Track maintenance tasks, manage assets, set up preventive schedules, and keep your properties running smoothly.

Maintenance Dashboard

The maintenance dashboard at /maintenance gives technicians and managers a real-time view of all maintenance activity across properties.

assignment_late Open Tasks

Total number of active maintenance tasks awaiting completion.

schedule Overdue

Tasks that have exceeded their expected completion date.

event Upcoming PM

Preventive maintenance tasks scheduled for the next 7 days.

priority_high Urgent

High and urgent priority tasks that need immediate attention.

Creating Maintenance Tasks

Maintenance tasks (work orders) can be created from the maintenance dashboard, the mobile app, or escalated from housekeeping.

Go to Maintenance and tap the + button
Select the property and optionally a specific room or asset
Enter a title and description of the maintenance needed
Select the issue type: HVAC, Plumbing, Electrical, Appliance, Furniture, TV/Internet, Housekeeping, Safety, or Other
Set the priority: Low, Normal, High, or Urgent
Assign to a technician
Set an optional due date
Optionally attach a photo of the issue
Tap Create — the assigned technician receives a push notification

Asset Tracking

Keep a complete inventory of all equipment and appliances across your properties. Every asset gets its own profile with maintenance history, warranty tracking, photos, and lifecycle data.

Creating an Asset

Go to the Maintenance dashboard and select the Assets tab
Tap Add Asset
Enter the asset name (e.g., "Pool Pump #2", "Room 301 HVAC Unit")
Select the asset type and category (e.g., HVAC → Condenser, Plumbing → Water Heater)
Choose the location — assign it to a specific room or common area
Fill in equipment details: manufacturer, model number, serial number
Add lifecycle info: install date, expected life (years), purchase price
Add warranty info: warranty length (years) — the expiration date is calculated automatically from install date
Upload photos of the equipment and its label/nameplate (up to 10 photos)
Tap Save

Asset Fields

Field	Description
Asset Name	Descriptive name (e.g., "Lobby HVAC Unit", "Room 205 Mini Fridge")
Asset Tag / Barcode	Physical tag or barcode for scanning. Asset number is auto-generated.
Type & Category	Categories: HVAC, Plumbing, Kitchen, Laundry, Electrical, Safety, Exterior, Furniture, Fixture, Other
Location	Property location or specific room the asset is installed in
Manufacturer / Model / Serial	Equipment identification for warranty claims and parts ordering
Install Date	When the equipment was installed — used for lifecycle and warranty calculations
Expected Life (years)	Manufacturer-rated lifespan — PropertyPlex calculates remaining life percentage
Warranty (years)	Warranty period from install date — expiration date is auto-calculated
Purchase Price	Original cost for budgeting and replacement planning
Hour Meter	Enable for equipment with runtime hours (generators, pool pumps). Tracks current hours and triggers hours-based maintenance schedules.
Photos	Equipment photos and label/nameplate photos (up to 10 per asset)

Linking Assets to Rooms

Assets can be linked to specific rooms so you can see all equipment installed in a room and track maintenance history per room.

Open a room detail from the room board or property view
Go to the Assets section
Tap Link Asset and select from your asset inventory
The asset now appears on the room's detail page with its maintenance history

infoAsset Detail View

Opening an asset shows its complete profile including:

Equipment details — manufacturer, model, serial number, photos
Lifecycle status — remaining life percentage, warranty expiration
Maintenance history — last 10 work orders performed on this asset
Active schedules — all preventive maintenance schedules linked to this asset
Hour meter — current runtime hours (if enabled)

lightbulbLifecycle Tracking

When you set an install date and expected life, PropertyPlex automatically calculates remaining life percentage. The Asset Inventory Report flags assets approaching end of life (≤25% remaining) so you can plan replacements before they fail.

Preventive Maintenance Schedules

Set up recurring maintenance tasks to prevent equipment failures and extend asset life. PropertyPlex automatically generates work orders when tasks are due.

Creating a Schedule

Go to Maintenance → Schedules
Tap Create Schedule
Enter a task name (e.g., "HVAC Filter Replacement", "Pool Chemical Test")
Optionally link to a specific asset — the generated work orders will reference this asset
Add description and instructions for the technician
Select the frequency (see table below)
Set the start date — this is the anchor for calculating due dates
Choose the default assignee and priority
Optionally set seasonal months — skip months when the schedule doesn't apply (e.g., pool maintenance only May–September)
Tap Save

Frequency Options

Frequency	Description	Example
Daily	Every day, or specific days of the week	Lobby cleaning checklist (Mon–Fri)
Weekly	Once per week on a specific day	Pool chemical test every Tuesday
Biweekly	Every two weeks on a specific day	Grease trap cleaning every other Friday
Monthly	Specific day of month, or nth weekday (e.g., 2nd Tuesday)	Fire extinguisher inspection on the 1st
Quarterly	Four times per year in specified months	HVAC filter replacement (Jan, Apr, Jul, Oct)
Semi-Annual	Twice per year in specified months	Roof inspection (Apr, Oct)
Annual	Once per year in a specified month	Fire alarm system certification (January)
Hours-Based	Based on equipment runtime hours (requires hour meter on asset)	Generator oil change every 500 hours

How Work Orders Are Generated

infoAuto-Generation

Work orders are automatically generated when the schedule's next due date arrives
You can also tap Generate Now to manually create a work order from any schedule
Use Generate All Due to batch-generate work orders for all overdue schedules at once
If a work order from a schedule is still open, a new one won't be created (prevents duplicates)
After a work order is generated, the schedule automatically advances its next due date to the next occurrence
Seasonal months are respected — schedules skip months outside their active season

lightbulbPreferred Time of Day

Set a due time hour on a schedule to control when generated work orders are due. For example, set a daily lobby checklist to 6 AM so it appears at the start of the morning shift.

Priority Levels

Use priorities to ensure the most critical issues are addressed first.

Priority	Response Time	Examples
Urgent	Within 2 hours	Burst pipe, gas leak, elevator stuck, fire alarm malfunction
High	Within 8 hours	HVAC failure in occupied room, broken lock, hot water outage
Normal	Within 24 hours	Leaky faucet, flickering lights, noisy appliance
Low	Within 48 hours	Cosmetic damage, squeaky door, scheduled filter change

warningEscalation

Tasks that exceed their expected response time are automatically escalated to the next priority level. Managers and admins receive push notifications when tasks are escalated.

Maintenance Reports

PropertyPlex includes several predefined reports for maintenance and asset analysis, plus a flexible report builder for custom queries. See the Reports Guide for full details.

assignment Work Order Summary

Work orders by status, priority, and assignee for any date range. Includes total hours and avg resolution time.

inventory_2 Asset Inventory

Complete asset list with lifecycle status, warranty dates, condition, and end-of-life flags.

trending_up Common Issues

Recurring problems grouped by issue type, room, asset, or keywords. Identifies patterns.

hotel Room History

Complete work order history per room. Great for year-end owner reports.

All reports can be exported to Excel with custom styling, company branding, and summary statistics. See the Reports Guide for export options and the report builder.

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