Maintenance Requests Report
Overview
Below is a business-focused explanation of the Maintenance Requests Report in Dafater Property Management, written for operational, administrative, and management users.
Maintenance Requests Report
Module: Dafater Property Management
Report Type: Interactive (Script) Report
Primary Record: Property Maintenance Request
1. What Business Information This Report Provides
The Maintenance Requests Report gives a complete, real-time overview of all maintenance activities raised for properties. It helps businesses track what issues were reported, where they occurred, their current status, response timelines, and who is responsible.
This report acts as a central dashboard for: - Monitoring property maintenance workload - Tracking service response and resolution - Controlling maintenance costs - Ensuring tenant satisfaction and property quality
2. When and Why to Use This Report
When to Use
- During daily or weekly maintenance reviews
- While monitoring pending or overdue maintenance issues
- Before vendor performance reviews
- During property audits or inspections
- When analyzing maintenance trends or recurring issues
Why to Use
- To ensure maintenance requests are handled on time
- To identify bottlenecks in the maintenance process
- To prioritize urgent or high-impact issues
- To maintain service level commitments with tenants
- To support budgeting and cost control decisions
3. Key Columns and Their Business Meaning
| Column | Business Meaning |
|---|---|
| Request ID | Unique reference for each maintenance request, used for tracking and follow-up |
| Property | Identifies which property or building the issue belongs to |
| Unit | Shows the specific unit affected, useful for tenant communication |
| Request Type | Category of issue (e.g., electrical, plumbing, HVAC) to identify recurring problems |
| Description | Details of the reported issue to understand severity and scope |
| Priority | Indicates urgency (Low, Medium, High), helping teams prioritize work |
| Status | Current stage of the request (Open, In Progress, Completed, Cancelled) |
| Requested By | Tenant or staff who reported the issue |
| Assigned To / Vendor | Person or service provider responsible for resolution |
| Request Date | When the issue was reported |
| Completion Date | When the issue was resolved |
| Estimated Cost / Actual Cost | Helps monitor and control maintenance spending |
4. Available Filters and Their Business Purpose
| Filter | Business Purpose |
|---|---|
| Property | Review maintenance activity for a specific building or asset |
| Unit | Analyze issues for a particular tenant or unit |
| Status | Focus on open, pending, or completed requests |
| Priority | Identify urgent or critical maintenance issues |
| Request Type | Analyze trends by issue category |
| Date Range | Measure performance over a specific period |
| Assigned Vendor / Staff | Evaluate workload and performance of service providers |
These filters allow managers to quickly narrow down data and focus on what matters most at that moment.
5. How to Interpret the Results for Business Decisions
High number of open requests
→ Indicates possible staffing shortages or vendor delays.Repeated issues in the same property or unit
→ Suggests underlying infrastructure problems requiring long-term solutions.Long resolution times
→ Highlights inefficiencies that could impact tenant satisfaction.High maintenance costs for certain properties
→ Supports decisions on renovation, replacement, or contract renegotiation.Frequent high-priority requests
→ Signals risk areas that may affect safety or compliance.
6. Common Use Cases and Scenarios
Property Manager
- Review all open requests before weekly operations meetings
- Prioritize urgent repairs to avoid tenant complaints
Maintenance Supervisor
- Assign work based on priority and workload
- Track pending tasks and ensure timely closure
Finance Team
- Monitor maintenance spending by property or period
- Support budgeting and cost forecasting
Management
- Assess overall property condition
- Make informed decisions on capital improvements or vendor contracts
Tenant Support Team
- Follow up on reported issues
- Provide accurate status updates to tenants
Summary
The Maintenance Requests Report in Dafater Property Management is a critical operational tool that provides visibility into maintenance performance, cost control, and service quality. By using this report regularly, businesses can improve response times, reduce recurring issues, control expenses, and maintain high standards across their properties.
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Report Information
- Module: Dafater Property Management
- Related DocType: Property Maintenance Request
- Report Type: Script Report
- Standard: Yes