Articles on: Operations

Property Management

Property Management


Short: Create and manage properties (service locations) for clients. Covers property fields, photos, mapping, inspection status, recurring maintenance, and troubleshooting.




Overview

Properties represent service locations (addresses) tied to a client. Treat properties as first-class records — jobs, invoices, inspections, and photos are associated with a property so location, history and recurring work remain organized.


Where to find it: Properties → Add Property / Properties list




Creating a Property

Location: Properties → Add Property


Steps

  1. Go to Properties and click Add Property.
  2. Select the client (owner) from the dropdown.
  3. Enter address fields:
  • Address 1 (street)
  • Address 2 (optional)
  • City, State, ZIP / Postal code
  1. Add property metadata (optional but recommended):
  • Property type: rental, owner_occupied, commercial, other
  • Bedrooms, bathrooms, square footage
  • Equipment / asset notes (e.g., furnace ID)
  1. Add property-level notes (gate codes, security, access instructions).
  2. Upload one or more reference photos (before/after, equipment locations).
  3. Save property.


What happens on save

  • The system attempts to geocode the address to obtain lat/lng for maps/routing.
  • If geocoding fails the property is still saved; re-save or trigger geocode again after correcting the address.




Property Details (what you can do)

From a property record you can:

  • See full address and geolocation on the map.
  • View the property’s maintenance history (all jobs at this location).
  • Attach and browse photos (portfolio).
  • Add or edit recurring maintenance schedules.
  • Add equipment and asset details for service tracking.
  • Start a new job or estimate for this property.
  • View inspection history and inspection status.




Photos & Portfolio

Use cases

  • Before/after documentation.
  • Equipment photos for quick technician reference.
  • Site access photos (parking, gates).


Guidance

  • Capture photos from the mobile app so GPS and timestamp metadata attach automatically.
  • Tag photos (e.g., before, after, equipment) to make Portfolio searches easier.
  • Prefer moderate resolutions — high quality but not unnecessarily large (helps mobile upload reliability).




Inspections & Inspection Status

Purpose

  • Track periodic inspections (safety, rental checks, maintenance).


How it works

  • Properties can store a last inspection date and inspection frequency (months).
  • The system calculates an inspection status:
  • No History — no previous inspections recorded.
  • OK — next due date is more than ~30 days away.
  • Due Soon — next due within ~30 days.
  • Overdue — next due date is past.


Where to view

  • Property list and property detail show the inspection badge and next due date.




Recurring Maintenance

Location: Property Details → Add Recurring Maintenance


Steps

  1. Open the property and click Add Recurring Maintenance.
  2. Set frequency (weekly, monthly, quarterly, yearly).
  3. Choose a start date and optional end date.
  4. Select the service from your price book.
  5. Assign a default technician (optional).
  6. Save.


Behavior

  • The platform generates jobs according to schedule (commonly creates jobs ~7 days before due).
  • Notifications go to assigned technicians.
  • Pause or cancel a recurring schedule at any time.




Map & Routing

Map behavior

  • Properties are plotted on the Jobs Map by their geocoded coordinates.
  • Accurate addresses → better routing and clustering.
  • Jobs and properties can be filtered and shown in clusters for performance.


Best practice

  • Ensure addresses are complete and validated to improve geocoding and route optimization.




Property Import / Export

  • If available, use the CSV import to create multiple properties in bulk (follow the platform’s CSV template).
  • Export property lists for reporting or migration via the properties list export function.




Best Practices

  • Always add at least one photo and a short access note (gate codes, parking).
  • Add equipment/asset identifiers to properties so technicians know what to inspect or replace.
  • Use property types to filter for inspection workflows (for example, rental properties might require specific checks).
  • Keep property addresses standardized (consistent abbreviations and formatting).




Troubleshooting

Geocoding failed / Property has no coordinates

  • Verify the address formatting.
  • Edit and re-save the property to trigger another geocode attempt.
  • If geocoding still fails, add coordinates manually or file a ticket.


Photos not visible

  • Check network connectivity on device (photos taken offline will upload when online).
  • Confirm the user has permission to view photos.
  • Try uploading a single, smaller photo as a test.


Recurring jobs not generated

  • Confirm the recurring schedule is active and the start date is correct.
  • Check system job scheduler logs (admin) for failures.
  • Verify assigned technician exists and that notifications are enabled.




Examples

Property CSV snippet

client_name,address1,address2,city,state,zip,property_type,bedrooms,bathrooms,notes
Acme Corp,123 Main St,,Austin,TX,78701,commercial,0,2,Warehouse rear door code 789

Updated on: 11/01/2026

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