Introduction

The Work Assignment Board is a scheduling tool that uses AI to help you quickly distribute work to your maintenance techs effectively. The Board works with our multi-property view feature allowing you to select any number of properties to give you the tools to propel any maintenance centralization efforts. Together, this will help you achieve operational efficiencies through effective distribution of work that takes into account the experience and skills of your techs, and optimizing to eliminate unnecessary travel time.

The Work Assignment Board is in early access and available to select innovation partners. If you're interested in finding out more about our centralize maintenance solutions check this out.

Getting Started with the Work Assignment Board

To use the Work Assignment Board, you will need to be subscribed to our Work Order Product (Tasks) which comes standard with every Happy Property subscription.

Note: for customers who may only be subscribed to our Inspections product, you will need to upgrade to gain access to the Work Assignment Board. Contact our sales team to get started.

Getting started

1. To use the Work Assignment Board, click on the ‘Work Assignment’ Board in the left side menu.

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2. You will then be given the option to use it with a single property or to select multiple properties. 

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3. After applying your selection, you will shown the Board that will display the unassigned work orders in the ‘unassigned’ column. This will aggregate all work orders across the properties selected and work with our filters and sorting options.

Set up your view

Your Team

Start by adding your team members as users on the board by clicking on the Add Team Member button. Select one or more team members to add. Once saved these team members will display on the Work Assignment Board and ready to be assigned work.

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You can also choose to remove users from your view on the Work Assignment Board. To do this either deselect them from this view OR use the overflow menu (represented by three vertical dots) and select remove.

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Vendors

The Work Assignment Board also works with Vendors. You can add them in the same manner by using the Add Team Member button. This allows you to easily assign or reassign work to vendors and see all work currently assigned.

Vendors will appear differently to Users and will be represented with a Diamond shaped avatar.

Note: you can choose to show or hide Vendors from the Board regardless if they have work assigned to them. To do this use the toggle in the below screenshot.

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Set your team’s target workload

Each user on the Work Assignment Board will have a workload bar that acts as a visual aid for work distribution. This bar shows the number of work orders assigned to someone measured compared to the target work order number.

The default target work order number is set to 8 work orders. An Admin of your organization can change this setting using the overflow menu (represented by three vertical dots) and selecting ‘Set Technician Workload’. This will open a window allowing the admin to edit the target number of work orders (between 5 and 15) technicians aim to complete each day.

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For example, if the target workload is 8 work orders and only 4 are currently assigned to a user the bar will show 50% workload.

Work Order Tiles

Work Orders will be displayed on the Work Assignment Board as individual tiles. These tiles will provide users with the following information to make more informed decisions on scheduling work:

  • AI-powered summary of work order issue (or work order category if description is unavailable)
  • Resident communication or resident survey response that needs attention (represented with a blue colored heading)
  • Location (Property and Building)
  • Work Order Creation Age
  • Work Order Type (Service Request, Preventative, Turn)
  • Urgent Priority represented with a red triangle icon
  • Work orders On-Hold represented with a yellow pause icon

Note: Completed work orders will disappear from the Board but can be revised by accessing the Tasks app from the left navigation pane.

AI-Assisted Description Summarization

Service requests submitted by residents can vary significantly in the form and clarity they arrive in. To quickly understand the problem to be resolved so it can be assigned out, AI has been thoughtfully deployed to summarize lengthy work order descriptions into a succinct outline of the issue.

Where a summary is available it will be displayed as the heading of the work order tile. You can view all the work order details, including original description by clicking on the work order card and viewing the details in the pop-out.

NOTE: AI summarization will only run for work orders created after our AI Centralized Maintenance solution has been activated for your organization.

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Assigning Open Work Orders

All open work orders are automatically displayed in the unassigned column with the total open work orders displayed across the properties you have selected. You can also use the filters and sort options to tailor your view of work orders.

To assign a work order simply:

  1. Select the work order you want to assign from the unassigned column by clicking and dragging
    • BONUS you can assign more than one work order at a time by holding ctrl or command (windows or mac) selecting multiple work orders and dragging them across
  2. Drag the work order(s) to the user you want to assign the work order to and drop into their column
    • the Board will also prevent a work order from being assigned to a user who does not have property access this will be shown as a blocked out column. Should the user need access to that property you will need to request this from your Admin.

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Reassigning Work Orders

To reassign work orders is the same process as assigning work orders. However, instead of dragging from the unassigned column, select one or more work orders from one user and drag them to another user OR back into the unassigned column.

 

 

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