Complaint logging, work order management, vendor assignment, and SLA tracking for property maintenance.
A property maintenance helpdesk system allows residents to submit maintenance requests digitally, which are then categorized, prioritized, and assigned to appropriate vendors or in-house staff. The system tracks SLAs, manages work orders, handles escalations, and collects feedback. It provides visibility to residents on request status and management on operational efficiency.
Making it easy for residents to report issues:
Submission Channels: - Mobile app - Web portal - WhatsApp integration - Voice call logging - Email conversion
Request Details: - Issue category selection - Description and photos - Location within property - Urgency indication - Preferred service time - Repeat issue flagging
Smart Intake: - AI-powered categorization - Similar issue suggestions - Auto-priority assignment - Duplicate detection - Knowledge base suggestions
From request to resolution:
Work Order Creation: - Automatic generation from request - Manual creation by staff - Bulk work order creation - Preventive maintenance orders - External work orders
Order Details: - Task description - Required skills/trades - Material requirements - Estimated time - Budget allocation - Safety notes
Assignment: - Vendor/staff assignment - Skill-based routing - Load balancing - Geographic optimization - Availability checking
Ensuring timely resolution:
SLA Definition: - Response time targets - Resolution time targets - By category and priority - By resident type - By location
Tracking: - Real-time SLA monitoring - Countdown timers - Breach warnings - Automatic escalation - Exception handling
Reporting: - SLA compliance rates - Average resolution times - Breach analysis - Trend tracking - Improvement metrics
Managing external service providers:
Vendor Management: - Vendor database - Service categories - Rate cards - Performance ratings - Document management
Assignment & Dispatch: - Vendor notification - Job acceptance - Schedule confirmation - Route optimization - Real-time tracking
Work Completion: - Completion reporting - Photo documentation - Material usage logging - Time recording - Resident sign-off
Keeping everyone informed:
Resident Updates: - Status change notifications - Technician assignment alerts - Visit scheduling confirmations - Completion notifications - Feedback requests
Internal Communication: - Supervisor alerts - Escalation notifications - Team coordination messages - Handover notes - Emergency broadcasts
Documentation: - Full communication history - Photo and video trail - Timestamp logging - Audit compliance
Improving maintenance operations:
Operational Metrics: - Request volume trends - Category distribution - Resolution times - First-time fix rates - Reopened requests
Resource Analytics: - Vendor performance comparison - Cost per request - Material consumption - Staff productivity - Capacity utilization
Predictive Insights: - Common issue patterns - Seasonal trends - Equipment failure prediction - Budget forecasting - Resource planning
Based in Bangalore, we build property management platforms for housing societies, gated communities, and commercial properties across India.
We understand Indian housing society dynamics—RWAs, maintenance structures, domestic help management, and community living nuances.
Our platforms include intelligent chatbots, predictive maintenance, and automated workflows that reduce management workload significantly.
From single societies to large townships with thousands of units, our platforms scale seamlessly with your growth.
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Boolean and Beyond
825/90, 13th Cross, 3rd Main
Mahalaxmi Layout, Bengaluru - 560086
590, Diwan Bahadur Rd
Near Savitha Hall, R.S. Puram
Coimbatore, Tamil Nadu 641002