Events, work orders and issues

PropLink uses three record types for operational activity. Choose the right one and the rest of the workflow falls into place.

Maintenance event

A planned, recurring task. Annual fire risk assessment, quarterly lift maintenance, 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 a maintenance 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, dismissed, fixed by an internal team or promoted to a work order.

When to use which

How they connect

Maintenance event (planned)
        |
        v generates on schedule
   Work order
        |
        v assigned to
   Vendor (via ContractorPort)
        |
        v completes work, uploads evidence
   Bill (creditor invoice)
        |
        v paid via
   Creditor payment

Issue (reported)
   |
   v promoted to
Work order
   |
   v same downstream as above

Ticket (request)
   |
   v may convert to
Issue or Work order

The same site, the same audit trail, the same compliance dashboard.

Naming differences

PropLink does not enforce specific names but most firms settle on:

• Maintenance events are usually named after the regulation or the asset (Annual gas safety check, Quarterly lift LOLER inspection).
• Work orders are named after the action (Replace fire alarm panel in Block A, Fix leaking tap, Flat 3).
• Issues are named after the problem (Water leak in main hallway ceiling).

What sales should know

The distinction matters because each record type has different reporting:

• Maintenance events roll up into the compliance matrix and the planned-vs-actual reports.
• Work orders roll up into vendor performance and spend reports.
• Issues roll up into the issue-tracking and trend reports.

A site manager who logs everything as a work order will not get useful compliance reporting. A property manager who only schedules maintenance events but never raises work orders will not have invoiceable spend recorded against the right cost centres.