Maintenance scheduling and follow-up reminders

Purpose

1. Ensures timely scheduling, execution, and follow-up for all apartment unit maintenance tasks.
2. Prevents missed or delayed maintenance, improving resident satisfaction and asset longevity.
3. Automates assignment, notification, tracking, escalation, and reporting processes for ongoing and preventive maintenance.
4. Integrates with communication, calendar, ticketing, and compliance platforms for seamless operations and audit readiness.

Trigger Conditions

1. New maintenance request submitted by resident via form, app, or email.
2. Scheduled preventive maintenance on recurring date or runtime interval.
3. Overdue task detected (time-bound escalation needed).
4. Task completion logged and follow-up (satisfaction survey or verification) required.

Platform Variants

3.1 Twilio SMS
• Feature/Setting: Send SMS notifications to technicians and residents.
• Config: Trigger “messages.create” API with task info and sender/recipient numbers.

3.2 SendGrid
• Feature/Setting: Send email reminders for upcoming or overdue tasks.
• Config: Use “Mail Send API” with schedule info, dynamic templates.

3.3 Google Calendar
• Feature/Setting: Create/edit calendar events for scheduled maintenance.
• Config: “events.insert” API with technician assignment and location.

3.4 Microsoft Outlook Calendar
• Feature/Setting: Add calendar invite for maintenance teams.
• Config: “CreateEvent” REST API with all-day or timed slot, location.

3.5 Slack
• Feature/Setting: Post real-time notifications in operations channels.
• Config: “chat.postMessage” API with link to ticket or task.

3.6 Microsoft Teams
• Feature/Setting: Send direct message or channel alert to relevant staff.
• Config: “Create chatMessage” API with maintenance details.

3.7 Zendesk
• Feature/Setting: Log maintenance requests as support tickets.
• Config: “Tickets API” with requester, priority, due date.

3.8 ServiceNow
• Feature/Setting: Generate work order for physical asset maintenance.
• Config: “Table API” on ‘incident’ or ‘work_order’ table, auto-assign to engineer.

3.9 Freshdesk
• Feature/Setting: Create ticket and email owner/resident on creation and completion.
• Config: “Tickets API”, set status and priority fields.

3.10 Trello
• Feature/Setting: Add maintenance card to team board with due date.
• Config: “cards/create” API with checklist and attachments.

3.11 Monday.com
• Feature/Setting: Generate new maintenance item in workflow board.
• Config: “Create item” API with custom fields for unit, status.

3.12 Salesforce
• Feature/Setting: Track maintenance as case and notify property manager.
• Config: “Cases API”, link to contact and escalate if overdue.

3.13 HubSpot
• Feature/Setting: Automate service ticket and send automated follow-up survey.
• Config: “Tickets API” and “Workflows” with conditional logic.

3.14 Zoho CRM
• Feature/Setting: Log requests as support tickets, assign, and set reminders.
• Config: “Tickets” or “Tasks API”, use scheduled actions for reminders.

3.15 Outlook Mail
• Feature/Setting: Automated emails for assignment and completion alerts.
• Config: “sendMail” API, templated messages with merge fields.

3.16 Google Forms
• Feature/Setting: Intake of maintenance requests via form submission.
• Config: Trigger on “onFormSubmit” event, passing response data.

3.17 Airtable
• Feature/Setting: Central log of tasks, reminders set with follow-up date fields.
• Config: “Record Create/Update” API; schedule with formula or automation.

3.18 Asana
• Feature/Setting: Assign maintenance tasks with automated reminders and dependencies.
• Config: “tasks/create” API with assignee, project, due date.

3.19 Jira Service Management
• Feature/Setting: Create maintenance project issue, set SLA reminders.
• Config: “Issue Create API” and “automation rules”.

3.20 QuickBooks
• Feature/Setting: Automatic creation of bills or PO for maintenance services.
• Config: “Purchase API” with supplier info and task ref.

3.21 DocuSign
• Feature/Setting: Send agreements or compliance forms post-maintenance.
• Config: “Envelopes API” with recipient and document signature fields.

3.22 Mailgun
• Feature/Setting: Transactional email scheduling for reminders and receipts.
• Config: Use “messages” API, template parameters for task.

3.23 ClickSend
• Feature/Setting: Automated SMS reminders for appointment scheduling.
• Config: “SMS/send” endpoint with scheduled date/time.

3.24 PagerDuty
• Feature/Setting: Escalation notification for urgent maintenance requests.
• Config: “Incidents API”, tie to maintenance urgency and priority.

3.25 Calendly
• Feature/Setting: Schedule and confirm appointments with maintenance staff.
• Config: “Event Created” webhook, push event info to calendar/CRM.

Benefits

1. Reduces manual scheduling overhead, improving operational efficiency.
2. Ensures accountability and timely response for all maintenance needs.
3. Centralizes communications, reminders, and status updates for all stakeholders.
4. Enhances resident trust and compliance through automated follow-ups and documentation.
5. Enables data-driven reporting and continuous process improvement.