Introduction

Maintenance Management provides a centralised view of all maintenance activity across your entire portfolio. Instead of focusing on one property, this page helps you track, filter and action every request and work order in the system.

You can find it under:
Lettings → Maintenance

Summary

• Overview of the Maintenance Page
• Status Overview
• Creating a Work Order
• Managing and Completing Work Orders
• Tasks & Calendar Integration

Overview of the Maintenance Page

The page includes two tabs:

• Work Order – shows all work orders across all properties. It displays information such as ID, property address, category, type and reported date.

• Requests – shows tenant-submitted issues that haven’t yet been converted into work orders. Requests similarly display the property, category, priority and reporting details. Each request includes a quick action to cancel it, which requires entering a cancellation reason.

Both tabs allow you to search by property address and apply filters for category and priority. You can also use status to search in Work Order tab.

Status Overview

Maintenance requests have two possible statuses:

• Pending – the tenant has submitted the issue.

• Cancelled – the request has been cancelled by the property manager.

Work orders follow a more detailed workflow, which includes stages such as：

• Pending Landlord Approval,

• Pending Contractor Acceptance,

• In Progress

• Awaiting Confirmation

• Completed

• Cancelled.

These statuses help everyone understand exactly where the job stands at any point.
 

Creating a Work Order

Work orders can be created from several points in the system, including the Maintenance page, the Maintenance Tab in property detail page, the Request Detail Page(All three at the top-right corner of the page) or through the Calendar task creation flow.

When creating the work order, task type is fixed as "work order". You'll select:

• Property

• Details

  

  • The reported date defaults to the current date.

• Maintenance Issue

• Contractor

If landlord approval is required, the work order pauses until reviewed by the landlord. Otherwise, once a contractor is assigned, it moves directly to the contractor for acceptance.

Managing and Completing Work Orders

You can edit details at any time, such as changing contractors or updating attachments. Once the contractor marks the job as completed, you can confirm completion by selecting the completion date and adding any final notes or attachments.

If a landlord or contractor rejects the work order, you will be able to resubmit it after making the necessary adjustments.

If the job should not continue, you can cancel it with an explanation.

Tasks & Calendar Integration

Work orders also appear in the Calendar as tasks, allowing you to view them alongside inspections, admin tasks, compliance items and other operational work. 

Selecting a task takes you directly to the corresponding work order or task detail page.

Maintenances feature helps you manage maintenance across all properties in one place, making it easier to prioritise work, communicate with landlords and contractors and ensure repair tasks progress smoothly from report to completion.

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.