Assigning Service Providers to Maintenance Requests

Overview

Efficiently managing maintenance requests requires assigning the right service providers to the right jobs. Leaseora makes this process seamless by allowing property managers to assign, track, and communicate with service providers directly through the platform. This guide explains how to manage service providers for maintenance requests.

Managing Your Service Provider Network

Adding Service Providers to Your Network

Before you can assign service providers to maintenance requests, you need to add them to your network:

1. Navigate to "Settings" > "Service Providers" in your property manager dashboard.
2. Click the "Add Service Provider" button.
3. Fill out the service provider details form with the following information:
   • Company name
   • Contact person
   • Email address
   • Phone number
   • Service categories (plumbing, electrical, HVAC, etc.)
   • Service area
   • Pricing information (optional)
4. Click "Save" to add the service provider to your network.

Categorizing Service Providers

Properly categorizing your service providers makes it easier to find the right professional for each job. You can assign multiple categories to each provider and even create custom categories specific to your properties' needs.

Assigning Service Providers to Maintenance Requests

Manual Assignment

To manually assign a service provider to a maintenance request:

1. Open the maintenance request from your dashboard.
2. Click the "Assign Provider" button.
3. Select a service provider from your network or click "Add New Provider" if the provider isn't in your network yet.
4. Set a scheduled date and time for the service (optional).
5. Add any specific instructions for the service provider.
6. Click "Assign" to complete the process.

The service provider will receive an email notification with all the details of the maintenance request, including tenant contact information, property access instructions, and any specific notes you've added.

Automatic Assignment with Smart Matching

Leaseora's AI-powered smart matching can automatically suggest the best service providers for each maintenance request based on:

• Service category match
• Provider availability
• Previous performance ratings
• Proximity to the property
• Cost efficiency

To use smart matching:

1. Open the maintenance request.
2. Click "Smart Match Provider".
3. Review the suggested providers and their match scores.
4. Select your preferred provider from the suggestions.
5. Complete the assignment process as usual.

Managing Service Provider Communication

In-Platform Communication

All communication with service providers can be managed directly through the Leaseora platform:

• Send messages and updates through the maintenance request thread
• Share additional photos or documents
• Request status updates from providers
• Coordinate scheduling changes

This centralized communication ensures all parties have access to the same information and creates a documented history of all interactions.

Service Provider Portal

Service providers can access their own portal to:

• View all assigned maintenance requests
• Update the status of work in progress
• Upload photos of completed work
• Submit invoices
• Manage their availability calendar

Evaluating Service Provider Performance

After a service provider completes a maintenance request, both you and the tenant can rate their performance. These ratings help maintain quality control and inform future provider assignments.

To rate a service provider:

1. Navigate to the completed maintenance request.
2. Click "Rate Provider".
3. Provide a rating (1-5 stars) and optional comments.
4. Click "Submit Rating".

Frequently Asked Questions