Online Maintenance Requests

🏠 Online Maintenance Requests for Lettings Tenants

Tenants can conveniently report maintenance issues online using a desktop, tablet, or mobile device. These requests are automatically imported into Acquaint every 30 minutes and appear as reminders on your Home Page, allowing you to:

• Assess the urgency and importance of each issue

• Choose to accept the request and automatically generate a Work Order

• Or reject the request and send a response email to the tenant

📸 Image Attachments

Tenants can also upload images related to the issue. These are:

• Downloaded and viewable from the Maintenance Request screen

• Automatically attached to the Work Order if the request is converted

🌐 Activating Online Maintenance Requests

To enable this feature, a button or link must be added to your website.

• For Bright Logic websites, contact: design@brightlogic.co.uk

• For websites built by third-party providers, they must link to the following URL:

Code

https://webutils.acquaintcrm.co.uk/maintenancerequests.aspx?siteprefix=SITEPREFIX

🔧 Replace SITEPREFIX with your actual site prefix to ensure proper integration.

Example Maintenance Request Forms

Via Mobile

Via Desktop

🛠️ Processing Online Maintenance Requests in Acquaint

Acquaint automatically monitors for new maintenance requests submitted online. When a new request is received, a Desktop Alert will appear to notify you of the issue. Clicking the alert will open the request list for review.

🔍 Accessing Maintenance Requests

You can also view and manage maintenance requests manually:

• From the Home Page, under the Property Management tab, click the Maintenance Requests reminder

• Or navigate via the ribbon menu: Main → More → Maintenance Request

📋 Reviewing Requests

The Process Maintenance Requests screen will display all pending requests. From here, you can choose to:

• Action the request by creating a Work Order

• Reject the request if no further action is needed

 🧾 Managing Individual Requests

To take action on a specific request:

• Right-click on the request

• Select Create Work Order to open the Work Order creation screen

• Or choose Reject Request to remove it from the reminders list

🛠 Creating and Managing Work Orders from Maintenance Requests

🔹 Creating a Work Order

When raising a Work Order from a Maintenance Request:

• The Work Order Type field will automatically match the request type submitted via the Maintenance Request web page

• To view request details, double-click on the request

• From the request view, you can:

  • Click Work Order to raise a new Work Order

  • Click Reject to decline the request

  • Or simply Close the screen if no action is needed

🔹 Matching Contacts and Properties

If the system cannot automatically match the request to a Contact or Property:

• Right-click on the request

• Select Set Contact or Set Property to manually assign the correct record

📎 Tenant Attachments

If the Tenant has uploaded images with their request:

• These will be automatically attached to the corresponding Work Order

• You can view them in the Correspondence section of the Work Order

❌ Rejected Maintenance Requests

Rejected requests can be reinstated:

1. Go to the Process Maintenance Requests screen

2. Set the Status dropdown to Rejected

3. Right-click on the request

4. Select Set as Outstanding to reopen the request