A landlord maintenance workflow

The five stages of a repair workflow

1. 01

   Intake

   Capture the property, unit, issue category, description, photos, urgency, and access preferences.

2. 02

   Triage

   Review safety concerns and decide whether the request is routine, urgent, or needs immediate local help.

3. 03

   Assignment

   Choose a trusted vendor, request an estimate when needed, and keep the communication record together.

4. 04

   Scheduling

   Confirm a visit window, prepare the tenant, and record any access instructions.

5. 05

   Completion

   Document the work, send a tenant-facing update, and keep the final record available for future reference.

Make the next step visible

Keep the request, vendor conversation, and tenant update together. One request record shows who is waiting, what is scheduled, and what still needs a decision.

• Use consistent categories so similar requests can be triaged quickly
• Keep internal notes separate from tenant-facing progress updates
• Save vendor contact details once instead of searching old messages
• Record completion details while the work is still fresh

Keep urgent situations separate

A maintenance workflow is not an emergency response service. A gas smell, fire, active danger, or serious injury requires the appropriate local emergency service first. The workflow can help record and coordinate a request, but it cannot detect emergencies or dispatch help.