Release Date 08/08/2018

Security and data protection

In order to improve the security of your Fixflo system, you can now setup an IP whitelist. This enables you to only allow devices from specific locations to connect to Fixflo.

To set this up go to ‘Setup’ → ‘Settings’ → ‘Security:

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Co-pilot

You can now add a custom message to an action when creating a rule in Co-pilot:

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Full address in property search

When viewing property lists in Fixflo, we only showed the first address line. This could be confusing when you ended up with addresses such as ‘Flat 1, Birmingham, B99 1AA.

We now show the full address to avoid this:

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Contractor Certificates

As part of our efforts to improve Fixflo’s ability to track the validity of contractor certification, the daily task email for contractors now includes a reminder to upload new certification if required:

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We have also made permissions around who can and can’t validate contractor certification more granular. Enabling the ‘Can manage contractor compliance’ setting allows an agent to manage contractor certificates.

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Better property deduplication

Until now, if an occupier typed ‘10 Downing Street’ and ‘10, Downing STREET’, the system would create two properties. This meant that some of you would struggle managing portfolios that contained somewhat avoidable duplication.

We have done some work to avoid this going forward. Fixflo will now ignore the following differences in the way an address is typed:

  • Punctuation
  • Differing use of uppercase and lowercase characters.
Build to Rent- clearer distinction between communal and private issues

We’ve already done a lot of work to help you distinguish more clearly between communal and private issues.

We now ensure that when an issue is raised, the email notifying you that it’s been reported will show the building address if the issue affects a communal area. Conversely, it will show the unit address if the issue is considered to affect the internal demise.

When searching for issues on the system, you can now easily filter between communal and non-communal issues:

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Build to Rent- service events for both blocks and units

We now allow you to create service events using templates suitable to both your buildings and the internal demised areas.

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Other small tweaks:
  • Added a tooltip to the ‘Issue details’ button on the search issue page.
  • Raising an issue on the Fixflo website on an iPhone was acting up. As you went through the process of raising an issue, the screen gradually zoomed in. Fixed.
  • We’ve improved the look and feel of the contractor profile page:
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  • We’ve redesigned the media upload button with the aim of making it more eye-catching and encouraging occupiers to provide photos with their issue report:
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Bugs

The following fixes have been made to Fixflo:

  • The contractor job sheet now prints in the correct format with the right information.
  • You can now reset the issue to reported if you mistakenly instructed it to an external user.
  • The link to setup an account for landlords in the ‘Welcome to Fixflo’ email has been fixed.
  • Fixed a bug in our Block and BtR systems where the PDF included on the instruction email to contractor was missing a lot of crucial information (such as the instruction and fault details)
  • Fixed a bug where pending quotes couldn’t be deleted.
  • Tweaked the UI of the screen which contractors use to provide costs. It looked ugly as some space between fields had been lost.
  • Fixed a bug where the option to show or hide a fault tree category was obscured by the icon.
  • It was impossible to add the landlord as an interested person when using the Fixflo website on an iPhone.
  • Fixed some UI inconsistencies when setting up service events via the Works planner on a property profile.
  • Fixed a bug where the dashboard numbers weren’t scaling properly when viewed on Android devices.



Release Date 26/07/2018

Permissions: Read-only

We aim to improve the quality and functionality of our permissions over the next few releases.

You may have members of staff who should be able to find out the current status of an issue BUT shouldn’t be allowed to edit anything on it. For that reason, we are adding read-only permissions to the system.

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To find out more about how to setup these permissions, please click here.

Permissions: Contractor search

Our existing permissions allow you to specify whether a user ‘can manage’ contractors or not. Unfortunately, removing that permission from a user not only removed their ability to edit contractor profiles but also view contractor profiles. We’ve improved this. Agents will always be able to view contractor profiles. Whether they can edit them depends on their permissions.

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Emailing large PDFs

The size of PDFs you could download from Fixflo was previously limited by how long such a file would take to generate.

This meant, for instance, that you couldn’t generate a pdf ‘Full audit’ version of an issue with more than the last 10 comments.

You can now generate a ‘Full audit’ pdf of the issue with the last 1000 comments.

To allow for this, the file is now emailed to you rather than downloaded on the spot.

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Costs provided by the contractor when an issue is marked complete

We improved the way in which contractors provide invoices and costs. An unfortunate side effect of this was that the contractor and agent lost visibility of the provided costs when marking a job as complete. This is now fixed.

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Issue status - Contractor costs and invoices

Related to the above, we wanted to make the issue status clearer when contractor stipulate that they would provide costs and/or invoices.

We have therefore introduced the new status ‘Job completed, awaiting contractor information’.

This accurately reflects that the job is done but that the contractor needs to provide additional details:

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Service events- removed status ‘Unassigned’

We’ve improved the way service events work to make them as easy to use as normal issues. Click here to find out more.

We have removed the status ‘Unassigned’ as knowing whether or not a contractor is assigned to a service event is no longer crucial. The service event will always create an issue. If no contractor is assigned, you can simply do so from the issue. (If a contractor is assigned to the service event, the issue will auto-instruct to them).

Audit trail- status changes

Our audit trail lets you know when and who has taken an action against a specific audit trail. We love it but we know that it sometimes felt like you needed a PhD in Fixflo to understand all of it.

We've added status changes to the audit trail to make it easier to read.

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Contractors submitting costs and invoices

Contractors choosing to provide both costs and invoices would be confused because they’re costs would not save without them clicking ‘Save costs’ before clicking ‘Upload and submit your invoice’.

The submit button now saves both the costs and the invoice to avoid confusion:

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Bugs

The following bugs were fixed:

  • Some service events were not successfully auto-instructing.
  • Contractors assigned to a service event could not be removed.
  • Service events remained ‘Instructed’ despite the associated issue(s) being marked as complete. The service event now successfully changes to the status ‘Awaiting review’.
  • The contractor option to ‘Quote for further works’ was broken.
  • Contractors were shown the ‘Job invoices’ button despite indicating that invoices would not be provided.
  • Two-factor authentication was being shown to users other than agents.
  • The request for feedback email to the occupier wasn’t being sent out.
  • ‘Job reminder’ panel was not showing the jobs for today.
  • Comments sent via the contractor app were not sending comment notification emails.
  • Attachments to comments would not find their way into the comment notification email. Fixed.
  • Adding multiple Health and Safety documents to the instruction details of a job did not work if any date fields were populated on the same modal.
  • Using list pages on iPhone and iPad didn’t work. For example, tapping into on a specific issue from the ‘Issue search’ screen didn’t work.
  • An agent couldn’t edit and save details on a contractor profile without first adding a phone number.
  • When raising an issue on behalf of an occupier, the agent can choose whether or not to send a notification email to the occupier. This option was broken.
  • Occupiers could not submit feedback.
  • The assignment of an agent to a landlord or property could not be amended/deleted.
  • The Fixflo issue reporting page was not working properly on Internet Explorer.

Release Date 12/07/2018

We're trying a new format, checkout our new video release notes:


Release Date 26/06/2018

UI changes

We’ve made slight changes to the way some pages look and feel. They shouldn’t change the way you use the system.

We’ve changed the list view for agents, leaseholders and external users for a more modern and consistent look

https://cdn.elev.io/file/uploads/9UnTDyk2v5vhZNjyaLZvOBpbTwI7xafWVyOCZCimN14/d3P35Z4D6E19-3wC78ths5Z0bX_iY25vVS0L-IXsdOE/new old-iiY.png

Planned maintenance service events are displayed more intuitively

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We’ve changed the view for the ‘Health and safety documents’ option

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The ‘Documents’ tab on a property profile has been refreshed

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The ‘Team’ page looks nifty

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Contractor certification

Many of you expressed an interest in getting the most out of our contractor certification features. You can find out more about these here.

If you use Fixflo to track that your contractors’ certificates are valid, you can now put a hard block on them being instructed any new jobs through the system. This is a role permission setting (you will need admin rights), which can be found here:

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Any agents without the permission will not be able to instruct works or award a quote to contractors with expired certificates:

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Agents with the permission will receive a warning but will be able to proceed with the instruction.

Compliance matrix

The compliance matrix can now be exported as a csv

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Health and safety documents

You can now include multiple health and safety documents in your instruction to a contractor

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Bugs
  • Fixed a bug where Co-pilot wasn’t working for Fixflo Build-to-rent
  • Fixed a bug where an assignee can’t be selected when adding a service event through the works planner.
  • Fixed a bug where contractors couldn’t see the service events assigned to them.
  • Fixed a bug where contractors weren’t receiving job instructions. This effected a small number of contractors who’s profile page settings had been amended.
  • Fixed a bug which made it difficult for users with a large number of service events to export them as a CSV.

Release Date 18/06/2018

Simplified costs and invoices for contractors

We have radically simplified the way in which a contractor provides costs and invoices when marking a job as complete. We used to give contractors too many options and this confused them.

Now, they are asked exactly what information they would like to provide:


https://cdn.elev.io/file/uploads/9UnTDyk2v5vhZNjyaLZvOBpbTwI7xafWVyOCZCimN14/7IttqgI17yRnc3RQymxGHcWJl1Be17JV97IPbZjIbDw/Contractor costs and invoices-mLQ.png

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In the above example, I have stipulated that I will not provide an invoice but will provide costs. When I mark the job as complete I will only see options to provide costs.

Service events as issues

Most of you are familiar with normal issues raised by occupiers. On Fixflo Plus, you can comment on them, request quotes, get approval from the landlord...etc. Now you can do all of this with service events.

Click here to find out more.

You can also now remove the ‘Completed’ status on a service event.

Co-Pilot

We are continuously adding new features to our Co-Pilot tool. Save time and automate your property maintenance.

You can now set a start and end date for Co-Pilot rules. This ensures that the automation happens exactly when you want it to.

https://cdn.elev.io/file/uploads/9UnTDyk2v5vhZNjyaLZvOBpbTwI7xafWVyOCZCimN14/i042205Ck_j5DKuqT_-nPbzVnZe16H9vTbk6kzvwniQ/During period rule-am4.PNG
Compliance Matrix

We have tidied up the compliance matrix, ensuring that it only show columns with service events on them. No more blank columns!

Batch issue creation

Some of you found it frustrating that the ‘Batch create’ tool in the system remembers the list of properties added. You can now clear the list of previously added properties by clicking ‘Remove all’.

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Bugs
  • For the compliance matrix:
    • We have made sure that the filters make sense and work correctly.
    • We’ve made sure the compliance percentages add up properly.
  • Fixed a bug where users could not access their profile options on mobile.
  • Fixed a bug where you could not download a large number of service events at once.

Release Date 31/05/2018

Service events
  • Doing a CSV export of your service events will now list the property address to which the service event is related.
https://cdn.elev.io/file/uploads/9UnTDyk2v5vhZNjyaLZvOBpbTwI7xafWVyOCZCimN14/7rK7ZGkeqV0TthPN6WKJgPJh2AQOl9NckMfggxlrDBA/Service events with addresses-zpg.png
  • We have brand new reports for Planned Maintenance, specifically around service events. The reports are called ‘Events being instructed’ and ‘Events by due date’. These reports will also show which service events are assigned and unassigned. Schedule this report to be sent to you automatically weekly/monthly and never miss upcoming planned maintenance work again.
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Bug Fixes
  • Fixed a bug where the contractor job sheet was not properly displaying quote cost lines.
  • Fixed a bug where contractors and agents could not see the awarded quote for issues with the status ‘Awaiting job completion’.
  • Fixed a bug around service agreement and service event dates clashing incorrectly.
  • Fixed a bug where invoices could not be uploaded to service events.
  • We have made the required actions clearer for contractors who have already submitted one quote.
  • Fixed a bug where the request for feedback email was being sent to the occupier despite the number of days given to provide zero being 0.

Release Date 16/05/2018

Co-Pilot

We’ve continued adding features to this awesome new tool.

You can now set up automated maintenance rules for specific landlords and/or properties:

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To learn more about Co-Pilot, click here

GDPR
  • We’ve continued our hard work to ensure that our system is compliant with the changes that are coming with GDPR at the end of the month.
  • Remember to review and sign our amended T&Cs.
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Bug Fixes
  • Agents can now close an issue at the status ‘Closed, awaiting feedback’ without first having received the feedback.
  • Fixed a bug where agents couldn’t view the job completion details at the status ‘Job completed, ready for closure’
  • Fixed a bug where you could create a completely blank rule in Co-Pilot

Release Date 03/05/2018

Co-Pilot

Are you ready for the future? This is a brand new feature for Fixflo Plus users which allows you to automate some of the effort out of issue management.

Co-pilot lets you set up rules which will run automatically when an issue is reported.

  • Would you like a team member or contractor to be notified of any urgent issues out-of-hours? Automate with Co-Pilot!
  • Would you like all lock issues to be instructed straight to your favourite locksmith? Automate with Co-Pilot!

Rules can be defined based on the type of fault, the time and date of when the issue was raised and its location.

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GDPR

As you all know GDPR is coming into force at the end of the month. To ensure that we are compliant as a data processor, we have a host of small changes to the system.

Make sure to head to Setup → Settings → T&Cs to agree to our updated T&Cs. You will also find some useful documentation on this page such as a Fixflo Data Protection Impact Assessment and a Statement of data usage.

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Contractor certification

We’ve made some changes to the layout and titling of buttons on the contractor certification view.

Those changes include:

  • Certificates are now considered valid if there is at least one document that is in date AND is marked as valid by a agent.
  • Uploaded certificates now have a document start date which lets you know the valid start date for certificates.
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Contractors

Contractors have been able to decline work instructions for a while now. They can now also decline to quote.

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Bug fixes

  • Health and safety documents are once again included in the issue instructions email sent to a contractor.
  • VAT rates for South African and Irish clients have been amended to reflect the up-to-date percentages.
  • The link in contractor emails to update their certificates has now been fixed.
  • Fixed a bug where contractors were struggling to submit quotes and invoices on their mobiles. This has now been tidied up:
https://cdn.elev.io/file/uploads/9UnTDyk2v5vhZNjyaLZvOBpbTwI7xafWVyOCZCimN14/Czl-xQOmHOd_iFqqlr1gi_8QFFA9IYqfb0IgO7KgAek/Contractor mobile 2-4Lo.png

Release Date 11/04/2018

More detailed quoting and invoicing
  • We wanted to make it easier for contractors to provide more detailed quotes and invoices.
  • With that in mind, contractors can now add individual line items to their invoices and quotes.
  • You can tailor descriptions and VAT per line item.
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Quoting for further works
  • Once a contractor has completed a job, they can now choose to quote for further works if they feel that additional work is required. This will create a new linked issue.
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Reporting an issue on behalf of an occupier
  • You now have the option of whether or not to notify an occupier when raising an issue on their behalf.
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UI
  • Linked issues are now displayed more prominently on the ‘Next steps’ tab.
  • We have made a clear distinction on the ‘Related tab’ between issues that you have explicitly linked and other issues at the same property.
  • We have reworked the format in which feedback is requested from occupiers at the end of a job.
https://cdn.elev.io/file/uploads/9UnTDyk2v5vhZNjyaLZvOBpbTwI7xafWVyOCZCimN14/JzJYws6lXUvjjiPLs7iBgb-C79ix41qbDaA2A5JkBCs/Linked issues screenshot-OPM.PNG
Bug Fixes

  • Fixed a bug where contractors and agents couldn’t see quotes submitted when an issue was at the status “Awaiting landlord review”.
  • Fixed a bug on certain iPhones where an issue couldn’t be progressed beyond adding a photo.
  • A host of small UI fixes were made to the ‘Next steps’ page for all users to ensure consistency and clarity across the board.

Release Date 22/02/18

Please find below the details of our latest release.

As always feedback is always appreciated - we want to make this a product you enjoy. Be sure to send it to feedback@fixflo.com.

Design Changes
  • We have done some extensive work re-designing and modernising the look and feel of the toolbar in Fixflo. Please find below a brief explanation of the changes we have made:
  • All menu options are now on the left-sided toolbar:
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The new toolbar bar can be minimised to save you space:

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Bug fixes
  • Contractors once again have the option to ‘Provide quote instead’ when issue is at the status ‘Awaiting Completion’
  • Fixed a bug where the event type was not copying over correctly when copied from one property to another.
  • We made multiple bug fixes to the contractor next steps including:
    • Enabling contractors to reattach an invoice at the ‘Job Completed’ stage if the invoice had been previously deleted.
    • The buttons for "I agree to the terms and conditions" and "Save and submit all" disappeared when a contractor submitted more than 2 quotes. This has been fixed.
  • You may have noticed that our last update contained revamped ‘Next Steps’ for contractors. We have since tweaked these to make them clearer for contractors.