How to track maintenance across a property portfolio
To track maintenance across properties, each request needs an owner, a deadline and a stage, connected to the unit it concerns. In Jestor, maintenance becomes a process with SLA per stage, which is what makes a recurring problem visible instead of merely annoying.
Why maintenance requests disappear
A guest mentions a problem, someone forwards it to a handyman, and the thread ends. Whether it was fixed is known only if someone remembers to ask.
Multiply that across thirty units and several suppliers, and the portfolio develops a backlog nobody can see.
What tracking reveals:
- Which requests are still open, and for how long
- Which unit generates the most maintenance cost
- Which supplier takes longest to respond
- Whether the same problem keeps recurring in one property
- What was spent per unit over the year
What each request should carry
| Field | Why it matters |
|---|---|
| Property | Connects the request to the unit |
| Category | Reveals recurring problem types |
| Reported by | Guest, cleaner or inspection |
| Supplier | Who is responsible for resolving it |
| Cost | Feeds owner reporting |
| Photos | Condition before and after |
Step by step to structure it
- Create the maintenance process with stages from reported to resolved.
- Connect it to the property registry so every request points at a unit.
- Add a category field, since patterns only appear when requests are classified.
- Connect suppliers, so response time can be measured per provider.
- Enable SLA per stage, revealing where requests sit.
- Require a cost field on resolution, which feeds owner statements.
- Review the category chart monthly, looking for repeats in the same unit.
Why recurrence is the number to watch
A single repair is a cost. The same repair three times in one unit is a decision: replace the appliance, change the supplier, or investigate the cause. Without classification, those three events look like three unrelated costs spread across a year.
- Request connected to the unit: history accumulates per property
- SLA per stage: response time measured rather than assumed
- Cost captured on resolution: owner reporting without reconstruction
- Categories reveal patterns: recurrence becomes visible
Frequently Asked Questions
Can I see how much a specific property costs in maintenance?
Yes. Requests connect to the unit, so costs aggregate per property. See jestor.com.
Can I measure supplier response times?
Yes. Connecting suppliers to requests makes response time measurable per provider.
How do I spot recurring problems?
By classifying requests with a category field and reviewing the distribution.
Video Tutorial: Step by Step
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