Maintenance and compliance
Every product in PropLink touches maintenance. Block Management bills for it, Facilities Management plans it, Building Safety regulates it. The workflows for organising the work itself, events, work orders, issues, service agreements, live here so they are documented once and used everywhere.
The core distinction
- Maintenance event
- A planned, recurring task. The annual fire risk assessment, the quarterly lift maintenance, the monthly cleaning. Events live on the calendar and roll into the compliance matrix.
- Work order
- A specific piece of work assigned to a vendor. Work orders can be raised from an event (the maintenance is due, dispatch the contractor) or ad-hoc (a one-off repair). Work orders are what ContractorPort opens.
- Issue
- A problem reported on a site. Someone has noticed something. An issue can be triaged and either dismissed, fixed by an internal team, or promoted to a work order.
- Ticket
- A request or complaint, usually from a resident or contact. Tickets are conversational; they may or may not result in a work order. They are documented in their own section. Tickets and issues.
A typical flow:
- A resident reports a leak in the hallway through ResidencePort. PropLink creates a ticket.
- The site manager triages the ticket and creates an issue on the site, linked to the ticket.
- The issue is converted to a work order assigned to a plumber.
- The plumber opens the work order via ContractorPort, submits a quotation, attends and uploads a completion certificate.
- The work order is closed. The ticket is closed. The site's audit trail shows the whole sequence.
In this section
Read Events vs work orders vs issues first if you are unsure where to start. Then dive into Maintenance events for planned work, Work orders for the contractor side, Issues for reported problems and Service agreements for ongoing contracts.
The compliance matrix
The compliance matrix is the cross-portfolio view of everything that is regulated. Fire risk assessments, gas safety, electrical periodic inspections, lift inspections, water hygiene assessments, anything required by law or by your insurer.
PropLink builds the matrix by:
- Looking at every maintenance event tagged as compliance.
- Rolling them up across every site.
- Showing the status: overdue, due soon, completed.
- Surfacing the supporting certificate from the file manager.
Where insurance and claims fit
Insurance policies are recorded against sites; claims are linked to the underlying incident (an issue, a work order, or a directly raised claim). PropLink does not handle insurance claim management end to end, but it stores the evidence and the audit trail any insurer or loss adjuster will ask for.
See Insurance and claims.