Co-pilot For Fixflo Basic

Introduction to Co-Pilot

Co-pilot is your own automated works assistant!

It is super useful for setting up elements of automation within your Fixflo platform. It enables you to create 'rules' that can be applied to certain scenarios or actions behind the scenes in Fixflo.

Rules are set up to say that if 'X' is reported, you can automate 'Y'. 

These rules work off a 'Trigger', which is when the issue is created. Once you've created a rule and enabled it, every issue reported from this point will go through Co-Pilot to see if anything needs to be automated.

Adding rules to Co-Pilot

To set up your Co-Pilot rules, you will need to log in to Fixflo and navigate to the 'Co-Pilot' tab at the bottom of the left-hand menu.

To create a new rule, simply click on 'Add rule', either at the top of the page or in the middle of the screen:
You will now be given the option of adding one of our many templated rules or adding a new empty rule. Simply click 'Add' on the template you would like to use:

Next, you will need to add a rule name and ensure that the rule is enabled:

Adding filters

Now you can start adding filters to your rules! To do this, click the plus icon (+) under the 'Filter' section of your new rule:

You can add as many filters as you would like to a Co-Pilot rule. The options you will be able to choose from are:

- Any

- Period

- Fault

- Fault priority

- Time

- Location

If you would like to filter by the 'landlord', 'property', 'property tag' or 'raised by', then you will need to upgrade to either Fixflo Essentials or Fixflo Professional. Please click here to see a short video on what would be available to you on our other packages.

Below is an example of two filters which have been added to a rule so that if any issues are reported in the postcode SE9 with the fault 'Broken glass', an automation will be triggered:

Adding actions

Once you're happy with your filters, it's time to add actions!

If you choose the 'Do nothing' option, then the issue will not automate anything, and it will simply record the rule being applied in the audit trail.

'Notify' allows you to send an automatic notification as soon as the issue is reported. 

If you would like to notify the landlord or all occupiers, then you will need to upgrade your account to either Fixflo Essentials or Fixflo Professional. 

Use cases of when you may want to use this 'Notify' option would be to notify an agent of an urgent issue, or perhaps to send an additional email to the occupier with out of hours number for emergency issues. 

Below is an example of an action notifying an agent of an urgent issue:

Once you've added the email of the agent you'd like to be notified, you can enter a brief message to give them details, instructions, or any other information you would like to pass on. 

If you would like to use the action 'Instruct works' or 'Request quote', you will need to upgrade your account to Fixflo Essentials or Fixflo Professional. 

Once you are happy with everything simply click 'Ok' and then 'Save'. 

This rule will now be saved and it will show when you click on the 'Co-Pilot' tab in your left hand menu side bar. 

The order of your rules

Once you have started adding rules onto Co-Pilot, they will sit on your Fixflo system in an order. This can be viewed by clicking on 'Co-Pilot' on your left hand menu side bar. 

When an issue is reported on your Fixflo site, the issue will first go to Co-Pilot and run through your list of rules (in the order they are listed) to see if any of the rules you have set up match exactly to the newly reported issue.

If an issue matches exactly to rule number one, then the issue will never reach the rules below - so you must ensure that you are happy with the order of your rules. 

Disabling rules

If you would like to disable a rule at any time, this can easily be done by clicking on the green 'Enabled' toggle and changing it to grey which means it is disabled: