Triage and approve maintenance jobs
Updated 2026-05-15
What's the same as for landlords
The job-triage flow is identical — AI safety classifier first, Claude classification second, you override and dispatch. See the self-managing landlord version for the full walk-through.
What's different for managing agents
Cross-landlord queue
/jobs shows every job across every landlord in your firm. The list has an Owner column you can sort/filter on to focus on one landlord's properties.
Org-wide Power Team
Your firm's Power Team is shared across every landlord. A plumber you add is dispatchable to any of your landlords' properties. Dispatch quotas per plan apply across the whole firm, not per landlord:
| Plan | Tradespeople max | Active jobs max | Dispatches / period |
|---|---|---|---|
| Professional | 20 | 15 | 50 |
| Business | 50 | 50 | 125 |
| Enterprise | ∞ | ∞ | ∞ |
Most managing-agent firms run on Business or Enterprise to keep the dispatch headroom.
PM scope on jobs
A PM only sees jobs for properties owned by landlords they themselves invited. The org-admin sees everything. If you need a PM to handle a job they can't see, reassign the landlord to them first.
Supported-tenant context
When a job comes in for a supported tenant (one with an open welfare workspace), the job detail page shows the welfare workspace's collaborator list inline. This is read-only — useful so you know who's involved with the tenant before dispatching a tradesperson — but it doesn't trigger any extra notifications.
If you want the housing officer or support worker to know about the maintenance issue, add a note on the welfare workspace's Shared tab — that feeds the next monthly digest. PropFlow doesn't auto-share maintenance events with the welfare workspace.
The status lifecycle
Identical to the landlord article: new → triaging → briefed → assigned → accepted → in_progress → completed. Plus the terminal states cancelled / landlord_unreachable / triage_failed.
What's still not built
Same gaps as in the landlord article — worth restating:
- No structured quote / approval workflow. Tradesperson and you settle cost directly (WhatsApp / phone).
- No marketplace fallback. If Power Team can't take a job, add a new tradesperson manually.
- No payment processing. PropFlow records optional
job_value_pencefor audit only — you and the tradesperson settle directly.
Next steps
- How tenants report maintenance issues — the tenant side of the flow.
- Your plan, Power Team caps, and billing — for the dispatch quotas in detail.
FAQ
- Do all landlords on my book share the same Power Team?
- Yes — Power Team is org-scoped, not landlord-scoped. Every tradesperson you add is available to dispatch to any of your landlords' properties. The dispatch quotas in your tier apply across the whole firm.
- Can a PM dispatch a job for a landlord they didn't invite?
- No — the landlord visibility scope applies to jobs too. A PM sees only jobs for properties owned by landlords they themselves invited. To allow them to act on a different landlord's property, reassign the landlord to the PM.
- When a supported tenant raises maintenance, does the housing officer see it?
- Not automatically — maintenance jobs are operator-side, not welfare-workspace data. If you want the housing officer to know, add a note on the welfare workspace's Shared tab (which feeds the digest), or message them directly.
Ready to do this now?
Opens the relevant page in your PropFlow account.