Overview
Most maintenance requests come in through the Tenant Portal, but not all tenants submit things online. If a tenant calls, texts, or tells you in person about a maintenance need, you can quickly log the request yourself to keep everything tracked and in one place.
Note: The tenant can create maintenance requests themselves from their tenant portal if you give them permission in the tenant portal settings. Most of the same fields are available to them except for assigning users, setting a due date, setting a status, and setting a priority level.
This is what a tenant request looks like from the tenant's side:
The Steps
To create a tenant request (maintenance request) for the tenant, click Create New at the top of the main menu. Then on the Tasks & Maintenance section, click Tenant Request.
On the New Tenant Request window, set the necessary fields as follows:
Select Tenant: Required field that links the request to a tenant.
Request Type: Select General or Maintenance
Maintenance Type: If you select Maintenance, select the type of maintenance requested.
Due Date: An optional field used to help remind you and your users of deadlines. You can even sort the tasks pages by due date to help you organize and prioritize.
Subject: A required field used to summarize the request.
Description: An optional field used to expand on the request.
Status: Also a sortable field on tasks pages, set the status to track the progress of your task. (The default status is Not Started.)
Priority: Set an optional priority of Low, Medium, or High for sorting purposes on tasks pages.
Assignees: Assign one or more users to take charge of the request. Check the optional checkbox to
Email Assignee(s): Select this if you want these users to receive email notifications for updates to this task.
Email Tenant(s): Select this if you want the tenant to receive email notifications for updates to this task. (Note that they will also receive an email notification that they were assigned this task.)
Access to Property: Toggle this on if you have permission from the tenant to enter the property and provide any additional instructions on how to access the property.
Notify Other Tenants: Select other tenants on the lease if you want them to be notified as well.
You can also upload any necessary files.
Click Save when complete.
Now that you’ve created the task, DoorLoop returns you to the All Tasks page where you started. You can click on the request in the task list to see the request's overview, post updates, and edit or complete the task. To learn more about reviewing and editing tasks, check out the article for that here.
Tip: Remember to select Notify Tenants when creating tenant request so the tenant can be notified of updates.
Once saved, the request will appear on the All Tasks page, where you or your team can review, update, and complete it.