Repair Workflow Setup for independent lettings teams

Know exactly what’s happening with every open repair.

We implement a working repair follow-up system inside the tools your team already uses, so every repair has an owner, status, next action, chase date and tenant or landlord update.

View Example Workflow Request a Repair Workflow Review
Implemented within 10 working days £750 founding-client rate One reactive-repair workflow One team, up to approximately five staff
Illustrative example Open Repairs Control Board
4 open repairs 1 overdue Every item has a next action
Illustrative Open Repairs Control Board showing controlled repair fields
Repair Owner Status Waiting on Next action Chase date Tenant updated Landlord updated Overdue
Leak under sinkRepair A · reported 8 Jul PM 1 Waiting Contractor ETA Chase appointment Today 11 Jul 11 Jul 1 day
Boiler pressureRepair B · reported 10 Jul PM 2 Booked Appointment Confirm access 14 Jul 12 Jul 12 Jul On track
Damp concernRepair C · reported 11 Jul PM 1 Action required Inspection Book assessment 13 Jul 12 Jul Due today On track
Window latchRepair D · reported 6 Jul PM 3 Completion check Tenant reply Confirm resolved 15 Jul 12 Jul Pending On track
What changes: the team can see ownership, waiting points and follow-up without reconstructing the repair from messages.Swipe to view all fields.
Keys and residential property representing a managed lettings portfolio
The repair-control problem

The repair was logged. That does not mean the next step is controlled.

Most agencies already have somewhere to record maintenance. Pressure builds when the record does not consistently show the current owner, what the repair is waiting on, what happens next and when somebody must chase or update.

01
Ownership becomes unclearA repair sits between a property manager, landlord, contractor or covering colleague.
02
The next action has no dateThe team knows something should happen, but nobody can see exactly what or when.
03
Updates become reactiveTenants and landlords chase because the next communication point was never made visible.
04
Overdue work stays hiddenA manager cannot see which contractor, approval, access attempt or completion check needs attention.
What is implemented

A working repair workflow, not a recommendation pack.

The agreed workflow is configured, tested and handed over inside a suitable existing tool or an approved lightweight tracker.

01Open Repairs Control BoardA working view of the active repair queue with the fields needed to control each case.
02Defined repair statusesA short status set matched to the real process, including waiting points and completion checks.
03Ownership rulesCurrent-owner, cover and handover rules so responsibility is visible throughout the repair.
04Next-action and chase fieldsOne specific next action, responsible person and chase date for every open repair.
05Update status and templatesTenant, landlord and contractor messages for key repair stages, delays and closure.
06Overdue view or alertsOverdue visibility and supported reminders without complex custom development.
07Testing and trainingAn end-to-end sample repair test plus one hour of team training.
08Handover guideA concise one to two page guide showing how the team operates the workflow.
Included after handover: 14 days of minor in-scope adjustments, such as renaming an approved status, refining a template or changing a supported reminder time.
Ten working day implementation

From current repair route to trained working system.

The service has five delivery stages and a clear Day 10 handover.

Days 1 to 201

Discovery

Review the current route, team roles, tool and agreed sample repairs.

Day 302

Design

Define statuses, fields, owners, update points and alerts for approval.

Days 4 to 803

Implementation

Configure the approved workflow in the agreed tool or tracker.

Day 904

Testing

Run sample repairs end to end and correct in-scope issues.

Day 1005

Handover

Demonstrate the system, train the team and deliver the guide.

Scope: one reactive-repair workflow, one team and up to approximately five staff.
The obvious buyer question

“We already have Fixflo, Arthur or Reapit. Why do we need this?”

Because having software and having a consistently operated repair workflow are different things.

Supported tools and workflow fit

The system may hold the repair. The Setup controls how your team follows it through.

A repair platform can capture reports, store messages and provide useful features. It does not automatically decide your ownership rules, require a meaningful next action, set the right chase discipline or make every update point consistent across the team.

We first check what your existing platform already supports.
We use supported fields, statuses, tasks, dates, views and alerts where suitable.
We avoid creating a second record unless the existing tool cannot provide the required control.
If a lightweight control view is needed, its relationship to the main repair record is agreed before build.
Existing property-management or repair platform
CRM with suitable fields, actions and views
Microsoft Lists or Planner
Asana, Trello, Excel or Google Sheets
Important: Property Follow-Up is not claiming to be a Fixflo, Arthur or Reapit partner or specialist implementer. Platform-specific configuration is confirmed case by case during Discovery.
Repair workflow examples

See what the team can have after ten days.

These examples are illustrative until real client proof is available. They demonstrate operational structure, not a software product.

Open Repairs Control Board
Repair AWaitingChase today
Repair BBookedConfirm access
Repair CActionBook visit
Illustrative example

Open Repairs Control Board

Owner, status, waiting on, next action, chase date, update position and overdue visibility in one working view.

View the example
Repair reportedAction and updates controlledCompletion checked
Illustrative example

Before and after workflow

A clear view of how the repair moves from fragmented follow-up to one owned operational route.

View the workflow
1Report enters routePass
2Owner and date visiblePass
3Updates and close-out checkedPass
Illustrative example

End-to-end repair test

The acceptance check used to show that the agreed workflow works from report through completion.

View the test example

All examples remain clearly labelled illustrative until Property Follow-Up has permission to publish real client evidence.

Founding-client offer

A fixed £750 implementation with a defined finish line.

Founding-client rate
£750

Repair Workflow Setup

One reactive-repair workflow, one team and up to approximately five staff.

£375 to book and begin Discovery and Design.
£375 after the working-system demonstration and completion checks.
14 days of minor in-scope adjustments after handover.
View the full Setup
✓

Clear Setup Guarantee

You approve the Setup Plan before implementation, see the configured workflow working before the second payment and receive a defined adjustment period after handover.

  • The workflow, fields, ownership rules and deliverables are approved before build.
  • No work outside the approved plan is added without a separate agreement.
  • One agreed sample repair must pass the end-to-end test.
  • Training and the handover guide are included in completion.
  • If no practical in-scope solution exists, the project pauses before build and no second payment is due.
Complete means: the agreed workflow is live, the control fields are visible, the sample repair passes, and the team has received training plus the guide.
Frequently asked questions

What a buyer needs to know.

Every answer stays focused on the same repair-workflow implementation.

Is this property-management software?

No. It is a founder-led implementation service. The aim is to create a working repair workflow inside a suitable tool, not sell a new software subscription.

Do you replace Fixflo, Arthur, Reapit or our CRM?

No. I first check what the current platform can support. A separate lightweight control view is considered only when the existing tool cannot provide the agreed visibility.

What is the scope?

One reactive-repair workflow, one operational team and up to approximately five staff. Additional teams or unrelated workflows need separate scope.

What happens within ten working days?

Discovery, Design, Implementation, Testing and Handover, including one hour of training and the operating guide.

What is excluded?

Complex development, large data migration, unrelated workflows, ongoing repair administration, contractor sourcing and legal or compliance advice.

Can we start without paying?

Yes. Request the free Repair Workflow Review first. It produces a one-page Setup Plan based on your workflow answers and optional anonymised examples. Implementation starts only after scope and payment are agreed.

Start with the workflow

Make the owner, next action and chase date visible on every open repair.

View the illustrative workflow or request the free Review to see what a focused Setup Plan could look like for your agency.

View Example Workflow Request a Repair Workflow Review

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