In Rex PM, managing maintenance tasks is an essential part of ensuring properties are well-maintained and issues are resolved efficiently. The platform provides a structured workflow to help you log, track, and action maintenance requests with ease.
Here’s how the maintenance process works in Rex PM:
- A maintenance task is the first step where you log a maintenance issue or request in the system, ensuring it is documented and ready for action.
- Once the task is logged, you can use the quote feature to request pricing from suppliers or record quotes you’ve received.
- Finally, a work order is issued to assign the job to a supplier or owner, kicking off the necessary repair or maintenance work.
This article will guide you through each stage of the maintenance workflow in Rex PM, providing the tools and tips you need to manage maintenance tasks seamlessly and keep your properties running smoothly.
How to create a maintenance task
Follow these steps to create a Maintenance Task in Rex PM:
- Navigate to 'Tasks' on the left menu bar
- Select 'Maintenance'
- Click on “Create Maintenance Task.”
- Fill in the appropriate fields
- Click 'Create & View Maintenance task'
Required Fields
The following fields must be completed for every Maintenance Task:
- Summary: Provide a name or title for your task.
- Related Property: Select the property associated with this task.
- Managed By: Assign the person responsible for managing the task.
- Progress: Set the current status of the task.
Optional Fields
You can also include additional details to provide more context and ensure the task is comprehensive:
- Description: a comprehensive overview of the issue
- Reported By: Specify who informed you about the maintenance issue.
- Reported Date: Record the date the issue was reported.
- Attachments: Attach any relevant documents or images.
- Priority: Select the current priority level for the task.
- Follow-Up Date: Set a reminder date for the task.
- Due Date: Indicate when the task is expected to be completed.
- Work Assigned To: Assign the work to a specific contact.
- Completion Date: Record the date the task was completed.
- Access Provided By: Add details of the contact providing access to the property.
- Notes: Include any additional information relevant to the task.
- Bills: Create and link one or multiple invoices related to the maintenance task.
Managing Maintenance Tasks
After creating a Maintenance Task, it’s essential to monitor its progress to ensure the issue is resolved efficiently.
Rex PM simplifies this process with the Task Progress field, allowing you to track and update the status of each task. The available progress options are:
- Job Logged: The task has been created and logged.
- Quotes Requested: Quotes have been requested from suppliers.
- Quotes Received: Quotes have been received and are under review.
- Quotes Approved: A quote has been approved to proceed.
- Work Order Issued: A work order has been created and sent out.
- Work Order Assigned: The work has been assigned to a specific supplier or contact.
- Work Finished: The task is complete, and the issue has been resolved.
You can update the progress directly from the Maintenance Task view or within the task details. Keeping the progress field up to date helps streamline communication and ensures all stakeholders are informed about the task’s current status.
Close Task
When a Maintenance Task no longer requires any further action, you can mark it as Closed. Once closed, the task will move from the Open Task view to the Closed Tab, where it will be stored for reference.
How to Close a Task
You can close a Maintenance Task in two ways:
From the Task Actions Menu
- Open the task you want to close.
- Click on Actions in the top-right corner.
- Select Close from the drop-down menu.
From the Task List View
- Locate the task in the Task List view.
- Click on the three dots (•••) next to the task.
- Select Close from the drop-down menu.
Marking a task as closed ensures that it no longer appears among open tasks, keeping your workflow streamlined and focused on active tasks.
