Learn how to use PropertyTaskPro effectively
Service tickets are ideal when you need to assign multiple workers to the same job. All assigned workers can view and update the same ticket, making it easy to track progress when coordinating team efforts. Perfect for larger projects requiring multiple people.
Click "New Service Ticket" and fill in the property details, category, priority, and description. Add photos if needed.
Admins can assign one or more workers to a ticket. All assigned workers receive notifications and can see the ticket in their dashboard. This helps coordinate team efforts and ensures everyone knows their responsibilities.
When you manually assign workers during ticket creation, auto-assignment is automatically disabled. If no workers are assigned, AI will suggest the best worker based on location.
Assign external vendors with their contact information to handle specific jobs.
Tickets move through: Submitted → Assigned → In Progress → Completed. View complete activity history for each ticket.
Create professional invoices for your maintenance work. Add line items for labor, materials, and other expenses. Auto-calculate subtotals, taxes, and grand totals.
Once an invoice is ready, click "Send to Company" to email it directly to the administrator. The status will automatically update to "Sent".
Track invoice lifecycle from Draft → Sent → Paid. Easily identify Overdue or Cancelled invoices with color-coded status badges.
Generate and download professional PDF versions of your invoices for your records or for printing.
For recurring work, save time by duplicating an existing invoice. All details are copied to a new draft with a unique invoice number.
Maintenance requests are best for single-worker tasks where detailed expense tracking is needed. Perfect for jobs requiring receipts, material costs, and labor hours that need to be documented for reimbursement.
Submit detailed maintenance requests with tenant information, work descriptions, and property access permissions. Optionally assign workers during creation.
Upload receipt photos, track material costs and labor hours. Generate professional PDF work reports with all expenses, photos, and receipts for easy reimbursement.
Once a maintenance request is completed, admins can convert it to a service ticket. This is useful when the completed work reveals additional issues requiring multiple workers. All photos, receipts, costs, and labor hours are automatically transferred to the new ticket.
Scan or photograph work orders to attach them to maintenance requests for complete documentation.
Download professional PDF reports showing all work completed, materials used, labor hours, and attached receipts - perfect for billing and reimbursement.
When tickets or maintenance requests are submitted without assigned workers, AI automatically matches them to the best worker based on their location coverage areas.
Create location files (e.g., "Downtown Properties", "North Side") and assign workers to specific addresses and areas they cover. The system uses this to route work intelligently.
In Settings → Integrations, configure which categories, priorities, or keywords should NOT be auto-assigned. Perfect for sensitive work that needs manual review.
Add keywords like "light bulb" or "lost keys" - if ANY word from these phrases appears in the description (e.g., "bulbs", "keys"), auto-assignment is blocked.
Toggle auto-assignment on/off in Settings → Integrations. When disabled, all work requires manual assignment.
When maintenance requests come through webhooks (email, JotForm, missed calls), AI automatically checks if the request is a duplicate of recent work orders to prevent multiple entries for the same issue.
The system analyzes the last 7 days of active requests, comparing property address, unit number, issue type, and description to identify potential duplicates with high accuracy.
AI recognizes duplicates even with different wording (e.g., "leaking sink" matches "sink is leaking"). It checks same property + unit + similar issue type and active status (pending/in_progress).
Instead of creating a new request, the system adds an activity note to the existing work order showing the duplicate attempt, including the date, time, and any new information provided.
The system allows new requests for: different properties/units, different issue types (plumbing vs electrical), completed/cancelled requests, or clearly new problems at the same location.
Only high and medium confidence duplicates are blocked. Low confidence matches still create new requests to avoid accidentally blocking legitimate work orders.
Click the "Unassigned" card on the admin dashboard to view all tickets and maintenance requests that need worker assignment.
Switch between viewing all unassigned work, only tickets, or only maintenance requests using the tabs at the top.
Click any unassigned item to view details and assign workers. Changes are tracked in the activity log.
Click your profile picture or avatar in the top right corner, then select "Profile" to access your profile settings.
Choose from multiple ways to customize your profile picture:
Save your favorite profile pictures to quickly switch between them. Click "Save Current Picture" to add your current profile picture to your saved collection.
Access your saved pictures anytime from the "Saved" tab in the profile customizer. Delete pictures you no longer want by hovering and clicking the trash icon.
Try describing landscapes, abstract patterns, or nature scenes. The AI will generate a unique image based on your description. Preview the result before setting it as your profile picture.
Workers can update their first name, last name, phone, email, and PIN. Admins can update their name, admin PIN, and profile picture.
Post messages visible to all team members. Great for announcements, updates, and general coordination.
Click "New DM" to start private conversations with specific team members. Select multiple people for group DMs.
Upload files and photos to messages. React with emojis and edit messages after sending.
Unread message badges appear on the Team Chat button. Notifications clear when you view the conversation.
Store vendor, tenant, contractor, and emergency contacts. Add company names, multiple phone numbers, and notes.
Click phone numbers to call directly from your device. Search and filter by contact type.
When submitting a maintenance request and assigning workers, you will see a "Send SMS text message to assigned worker(s)" checkbox in the Assign Workers section. This lets you decide on a per-request basis whether the assigned workers receive an SMS notification.
The checkbox is unchecked by default. Check it before submitting if you want an SMS sent immediately to the assigned worker(s) with the work order details.
The SMS sent to the worker includes the work order number, job type, property address, tenant name and phone (if provided), priority level, issue description, and a link to log in to the app.
Regardless of the worker SMS setting, a confirmation SMS is still sent to the tenant (if a tenant phone number is provided) acknowledging that their maintenance request has been received.
Access the calendar from the main navigation menu. Choose between three viewing modes: Month (full calendar overview), 4-Day (detailed weekly view), or Day (hourly schedule view).
Click "New Event" to add work to your schedule. Set the date, time (or mark as all-day), location, and add detailed notes about the work to be done.
Admins can assign events to specific workers or select "Notify Everyone" to broadcast an event to all team members. Workers see their assigned events and any team-wide announcements.
Click any event to view full details and make changes. Workers can delete events assigned to them, and admins can delete any event. Admins can edit event details including title, date, time, location, and assignment.
Calendar events can be linked to maintenance requests or service tickets, making it easy to see the schedule context for each work order.
On mobile devices, tap the calendar icon to quickly pick a date. The calendar view automatically adjusts to fit smaller screens while keeping all functionality accessible.
Perform thorough property inspections with built-in checklists for fire extinguishers, emergency lights, hallway carpets, bulbs out, gutters, lawn condition, and other items. Each category allows you to log item-level details and notes.
Track unit readiness status and vacant unit counts during inspections. Add notes about vacancy observations for complete documentation.
Automatically generate work orders from inspection findings. Any issues identified during the inspection can be converted directly into actionable maintenance requests.
Download professional PDF reports of your completed inspections with all checklist items, photos, and notes — perfect for compliance records and client reporting.
Track all company equipment in one place. Add equipment with names, categories, and details so you always know what's available.
Check out equipment to specific maintenance requests or service tickets. Set expected return dates and track who has each item. When a work order is completed, any unreturned equipment is automatically returned and rental costs are added.
Log equipment repairs with descriptions, reported dates, costs, and completion status. Keep a full history of equipment maintenance and repair costs.
Track rental costs for equipment used on jobs. Costs are automatically calculated and included in invoices when work orders are completed.
Communicate directly with tenants about their maintenance requests via a secure chat link sent by SMS. Tenants don't need an app account — they chat from their phone browser.
Both workers and tenants can send text messages and photos. This is great for sharing before/after photos, asking clarifying questions, or providing updates on work progress.
Admins can lock a tenant chat when a work order is completed or cancelled. Locked chats prevent the tenant from sending new messages while keeping the full conversation history visible.
New tenant messages show notification badges on the dashboard so you never miss a tenant's important update.
After completing a maintenance request, send a rating request to the tenant via SMS. The tenant receives a secure public link where they can rate the work 1-5 stars and leave an optional comment.
View tenant ratings and comments directly on the completed work order. Track overall satisfaction trends to identify areas for improvement.
Tenants rate work from their phone's browser — no download or account needed. The link is unique to each work order and expires after 30 days.
Store property owner contacts with their email addresses and associated property addresses. One owner can manage multiple properties.
From any maintenance request, click "Notify Owner" to send an email alert to the property owner with the work order details. Track when owners were last notified.
The system automatically matches maintenance requests to property owners based on the property address, so the right owner gets the right notification.
Create recurring maintenance request templates that automatically generate new work orders on a schedule — daily, weekly, or monthly. Perfect for routine tasks like carpet cleaning, filter changes, or seasonal inspections.
Each recurring template stores the property, work type, description, assigned workers, and schedule. New requests are generated automatically with all details pre-filled.
A background process checks for due recurring requests and generates them automatically. No manual intervention needed — just set it up once and let it run.
When completing a work order, choose "Complete & Download Invoice" to mark the work as done and generate an invoice in one click. Labor hours, material costs, and completion photos are all automatically included.
If you don't need an invoice right away, choose "Mark as Completed" to simply close the work order. You can generate an invoice later from the details page.
To enable invoicing, set your hourly rate and company details in your Profile first. This information appears on all generated invoices.
When completing a work order, any unreturned equipment checked out to that request is automatically returned and rental costs are added to the invoice.
Get AI-generated insights about tenant communication patterns and maintenance trends. The system analyzes your data to surface recurring issues, response times, and areas needing attention.
Receive data-driven suggestions to improve tenant satisfaction, optimize maintenance schedules, and identify properties that may need preventive work.
Split a service ticket into individual line-item tasks. Each item can have its own description and be assigned to a different worker — perfect for multi-step jobs where different people handle different parts.
Workers can mark individual service items as complete as they finish their part. Track granular progress on each ticket without waiting for the entire job to be done.
Drag and drop service items to reorder them. This helps prioritize tasks and present them in a logical sequence for the team.
Add private notes to maintenance requests that are visible only to admins and assigned workers. These notes are never shared with tenants or property owners.
Private notes are included in SMS notifications sent to assigned workers, giving them additional context about the job without requiring them to open the app.
When a private note is added to a work order, assigned workers receive a notification badge on their dashboard so they're aware of new information.
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