Setting Up Service Events

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Fixflo's Planned Maintenance tool allows you to automate and track the planned works you need to carry out for a managed property. This can include compliance work for statutory requirements, or could be soft services such as gardening and window cleaning.

Throughout this article, we will use a Gas Certification as an example, a planned maintenance event with a yearly frequency.

To create an event, please log in to Fixflo and click on Planned Maintenance > Service Events from the left-hand navigation bar:


Once you are on Service Events, click on the 'Add event' tab towards the top of the page to set up a new event:

Next, you will have to input the required fields to create your service event.

Please note that the following fields aren't mandatory to fill out, but they are highly encouraged!

• Event Template - Select the type of planned maintenance you would like to carry out e.g. 'Gas Certificate (CP12) Only'.
• Event Name - The name that will appear for the service event.
• Properties - Select one of your properties for this service event. 
• Assigned Agent - Agent assigned to manage the planned maintenance issue.
• Instruct Contractor - Contractor who will be instructed to complete the planned maintenance issue.
• Landlord Approval - Whether the event requires approval from the landlord or not, please see the guide here for more information.
• Instruction Interval - How far in advance of the due date to create an issue for the work.
• Instruction Notes - Add any additional reminder notes for the contractor.
• Event Frequency - You can tick this box if you would like this event to repeat. You are also able to set the frequency at which this event repeats, as well as set an end date for the recurring service programme. Event frequency can be set in Days, Weeks, Months, or Years.

If you need to add the landlord's approval notes to your service event, you can switch this on manually by going to Setup > Settings > Planned Maintenance > Ask for landlord approval > Set to Yes > Save:

Once this setting has been activated, you will see that in the service event you have created, a new field has appeared allowing you to send a message to the landlord:

As a part of our Contractor Marketplace service, we have partnered with contractor networks that can perform different service events for your agency, helping you stay compliant. Please find more information in this guide.