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Property Maintenance Workflow

Property maintenance teams handle a wide variety of tasks across multiple properties. Dingo Desk helps you stay organised, document everything, and keep property managers informed.

The Challenge

Section titled “The Challenge”

Property maintenance professionals face:

  • Multiple properties: Dozens of sites to manage simultaneously
  • Varied work: From urgent repairs to scheduled maintenance
  • Communication overhead: Constant updates to property managers
  • Documentation: Proving work was completed satisfactorily
  • Compliance: Meeting safety and regulatory requirements

The Dingo Desk Solution

Section titled “The Dingo Desk Solution”

Step 1: Set Up Properties as Customers

Section titled “Step 1: Set Up Properties as Customers”

Create each property as a customer record:

  • Property address and access instructions
  • Multiple contacts (owner, property manager, on-site staff)
  • Job history for the property
  • Special requirements or notes

Step 2: Create Job Templates by Work Type

Section titled “Step 2: Create Job Templates by Work Type”

Example Templates:

Emergency Plumbing Repair

  • Stop water flow at main valve
  • Assess damage
  • Complete repair
  • Test system
  • Document with before/after photos
  • Note any additional issues found

Quarterly Fire Safety Inspection

  • Check all smoke detectors
  • Test fire extinguishers
  • Inspect emergency exits
  • Check fire doors
  • Log inspection results
  • Report any non-compliance

Routine Garden Maintenance

  • Mow lawns
  • Trim edges
  • Weed garden beds
  • Prune overgrowth
  • Clear gutters
  • Dispose of green waste

Step 3: Schedule Recurring Work

Section titled “Step 3: Schedule Recurring Work”

Set up recurring schedules for regular maintenance:

  • Weekly: Garden maintenance, pool checks
  • Monthly: Fire safety inspections, HVAC filter changes
  • Quarterly: Deep cleaning, gutter clearing
  • Annually: Full property audit

Step 4: Handle Emergency Call-Outs

Section titled “Step 4: Handle Emergency Call-Outs”

For urgent work, create ad-hoc jobs:

  • Quick creation with essential details
  • Priority flag for immediate attention
  • Automatic team assignment
  • Real-time status updates to property manager
📸
Emergency job creation
Coming soon

Step 5: Generate Property Reports

Section titled “Step 5: Generate Property Reports”

After each visit, generate reports:

  • Proof of work completed
  • Photos of repairs and maintenance
  • Time spent on-site
  • Recommendations for future work
  • Share directly with property manager

Real-World Benefits

Section titled “Real-World Benefits”

For Property Managers

Section titled “For Property Managers”
  • Transparency: See exactly what work was done
  • Documentation: Complete records for insurance and compliance
  • Communication: Automated updates without phone calls
  • Budgeting: Track maintenance costs by property

For Maintenance Teams

Section titled “For Maintenance Teams”
  • Clear schedules: Know which properties need attention each day
  • Complete instructions: Access job details and special notes
  • Efficient reporting: Generate reports in minutes, not hours
  • Mobile documentation: Capture everything on-site

For Property Owners

Section titled “For Property Owners”
  • Peace of mind: Professional maintenance documentation
  • Accountability: Clear records of work completed
  • Value protection: Well-maintained properties retain value
  • Compliance: Documentation for insurance and regulations

Key Features for Property Maintenance

Section titled “Key Features for Property Maintenance”

Multiple Schedules Per Property

Section titled “Multiple Schedules Per Property”

One property (customer) can have multiple maintenance schedules — different services on different schedules, all linked to the same property record.

Inspection Reports

Section titled “Inspection Reports”

Document property conditions with detailed inspection reports:

  • Issues found
  • Improvements recommended
  • Action plan for repairs
  • Photo and video evidence

Incident Documentation

Section titled “Incident Documentation”

If damage or unexpected issues are discovered:

  • Report immediately with photos
  • Notify property manager automatically
  • Track resolution status
  • Complete audit trail

Branded Reports

Section titled “Branded Reports”

Professional reports with your company branding build trust with property managers and owners.

→ Learn about inspection reports → Explore recurring scheduling