Overview

This article guides you through finding, creating, starting, scheduling, and completing work orders and inspections within HappyCo using the Happy Property: Maintenance App. Learn how to filter your work view, manage resident-facing versus internal notes, add media attachments and  handle duplicate inspection prompts.

Key Concepts

Internal vs. Resident-Facing Notes

When managing a work order, where you enter your notes determines who can see them:

• Description & Completion Notes: Notes entered in the "Description" field or during the work order completion step push back into your property management system (PMS) and could be resident-facing.
• Comments: Notes made in the "Comment" section stay strictly inside HappyCo and are not resident-facing.

Filter Retention

Filters remain active in the app until you manually clear or change them. An active filter is indicated by a number bubble.

When to Use This

When you are in the field and need to instantly start performing an active inspection, quickly schedule a future one, or manage and complete active work orders directly from your device. Note that inspections created with this flow will not sync to your PMS.

Requirements

• Mobile App Access: The HappyCo mobile app must be installed on your device to use the mobile workflows.
• Inspection Constraints: Any outstanding mandatory inspection items will be highlighted in orange. You will not be able to complete an inspection until all highlighted requirements are met.

Steps

1. Viewing and Filtering Work Orders

You can access and sort work orders using tabs and filters:

1. Navigate to the appropriate tab to find your work:
   • "My Work" Tab: Contains work orders and inspections specifically assigned to you.
   • "Work Orders" Tab: Contains all work orders for the property.
2. Tap "Filter" on the Work Orders tab to narrow down your view.
3. You can filter property-level work orders by assignee, category, location (unit number), or scheduled date. As well by the work order status (open, on hold, completed).
   • Note: If a filter is in place, you will see a number bubble. Filters remain active until you clear or change them.
     

2. Creating a Work Order

1. Navigate to the Work Orders tab, tap the "+" icon, and select "Create a work order".
   
2. Select a unit/area, select a category, and enter a description.
   • Note: The work order is automatically assigned to you. To change the assignment, click "Assigned to" and select another team member.
     
3. Click "Create".
4. To add attachments, click "Photos".
   
5. Add your photos from your gallery, open your camera to take a new photo, or attach documents.
6. Click the back arrow in the top left to return to the Work Orders tab.

3. Starting a New Inspection in the Mobile App

1. Tap the plus icon (+) in the bottom right corner of the app screen.
2. Select "Create an Inspection".
   
3. Select the Location where the inspection is taking place.
4. Select the corresponding template from the "What type of inspection is it?" field.
   
5. Tap on "Start Inspection".
   • If an identical inspection type already exists for the selected location: You will be prompted to either "Continue to that inspection" (highly recommended) or create a duplicate inspection.
     

4. Scheduling a Future Inspection in the Mobile App

1. Tap the plus icon (+) in the bottom right corner of the app screen.
2. Select "Create an Inspection".
3. Select the Location and the corresponding Template.
4. In the "Set dates and assign" area, adjust the date in the "Scheduled date" field.
   
5. Tap "Done".
   • If an existing scheduled inspection of the same type already exists for that location: You will be prompted to decide whether to use the existing inspection or create a new one. Select "Create New" to proceed with scheduling.

5. Completing a Work Order

1. Locate the work order (you can use filters to narrow down your search).
2. If the screen indicates there are multiple work orders or inspections at the selected unit: Click on "Open Work Order" to continue.
3. Ensure your notes are entered in the correct fields:
   • Use the "Comment" section for internal notes (not resident-facing).
   • Use the "Description" or completion fields for notes that push to your PMS (potentially resident-facing).
4. When you are done, click "Complete".
   
   • Note: Adding completion photos and notes is optional. Any notes entered at this stage will push back to the property management system and could be resident-facing.
5. Click "Complete" again to finalize.
   

Exceptions / Edge Cases

Duplicate Inspections & PMS Syncing

When starting an inspection in the app, if an identical inspection already exists for your selected location, the app will prompt you to decide between continuing the existing inspection or creating a duplicate.

⚠️ Warning: Creating a duplicate inspection may cause issues when syncing to a Property Management System (PMS) where an identical inspection already exists. Choosing "Continue to that inspection" is highly recommended to prevent sync errors.

FAQs

Why can't I click "Complete" on my inspection?

If you cannot complete an inspection, look for items highlighted in orange. These represent unmet requirements. You must complete these required fields before the app will allow you to finalize the inspection.

Will the residents see the notes I add to a work order?

It depends on where you write them. Notes written in the "Description" field, or notes entered during the final completion step, push to your property management system and may be resident-facing. Notes added to the "Comment" section remain internal to HappyCo and are never shown to residents.

How do I assign a new work order to someone else?

By default, new work orders are automatically assigned to you. When creating the work order, tap "Assigned to" and select the appropriate team member before clicking "Create".

Why am I not seeing all the work orders on my list?

Check to see if you have filters active. If you see a number bubble next to the filter option, an active filter is limiting your view. Filters will remain in place until you manually change or clear them. Additionally, ensure you are on the "Work Orders" tab (to see all tickets) rather than the "My Work" tab (which only shows tickets assigned to you).

Will inspections created in Manage sync with my PMS?

No. Inspections created using this creation workflow will not sync with your Property Management System (PMS).

Can I set an inspection to expire automatically if it is not completed on time?

Yes. If you select a Due Date while creating an inspection, you can toggle on the option to automatically expire the inspection once it passes its due date.

What should I do if the app says an identical scheduled inspection already exists?

If you are scheduling a future inspection in the app and an identical scheduled inspection is detected, you will be prompted to use the existing one or create a new one. To proceed with your scheduled event, make sure to select "Create New".