Please note: this guide is for new clients going through Onboarding only. If you are an existing client with data already in Fixflo, please contact our support team for assistance
Fixflo integrates with agentOS so that any repair and maintenance issues created in Fixflo can be pushed back into agentOS. This allows you to keep a complete maintenance record for your tenancies and produce more accurate reports.
The advanced integration also provides the ability to sync data held in agentOS into your Fixflo system. For our guide on how to set up the integration, please click here.
TABLE OF CONTENTS
Data Syncing
The following pieces of data are synced from agentOS into Fixflo as part of this integration:
| Data entities | Notes |
|---|---|
| Properties | Only 'Active' properties will sync. Of these, the selected service type of the property's tenancy must have 'Manage maintenance' to YES. Properties without tenancies will be archived. However if you need them to stay active, please contact the support team or your account manager, this setting can be turned on or off. |
| Occupiers/Tenants | For occupiers to sync, they must: - Have a tenancy at a property synced to Fixflo - Be active (not archived) If an occupier is archived in AgentOS, it will archive in Fixflo overnight. Please do not delete occupiers prior to archiving them in AgentOS. |
| Landlords | For landlords to sync, they must be active in AgentOS. If a landlord is archived in AgentOS, it will archive in Fixflo overnight. Please do not delete landlords prior to archiving them in AgentOS. |
| Contractors | Contractors will sync to Fixflo if they are marked as an 'Active' contractor in AgentOS, within Maintenance > Contractors. |
Each piece of data will sync daily from agentOS to Fixflo. This means that new data will appear daily, and archiving of entities will also happen overnight. As such, agentOS becomes your main source of truth; if you need to add a new property, add it to agentOS and it will sync to Fixflo within a day.
In order for your Fixflo system to remain accurate with Property data, you will need to configure your settings so that occupiers can only report against properties that exist in your system. Please refer to our guide here, which outlines how to set up 'Only display uploaded properties'.
As each data entity syncs from agentOS into Fixflo, it will also pull across the system reference (Global Reference ID) into Fixflo as an external reference. Below is an example of a property profile in agentOS:
And how it looks in Fixflo:
Similarly, a contractor profile will sync from agentOS, pulling its ID into Fixflo as an external reference:
Issue Syncing
As well as syncing data from agentOS into Fixflo, the integration will also sync jobs reported via Fixflo into your agentOS system. This provides other members of the team who may need oversight of ongoing maintenance a view of what is ongoing in Fixflo.
For example, the below screenshot shows a maintenance report in agentOS at the status of Actioned; this means that the job is in any Fixflo status other than reported and closed:
A group of fields are filled out in agentOS, including the property details, issue details, and associated contractor.
Once the contractor has completed the job and linked an invoice to the issue, the invoice will appear in agentOS in the Submitted invoices tab on the right-hand side.
The screenshot below shows you that the invoice is stored right underneath the related pictures uploaded into Fixflo:
When an issue is closed in Fixflo, it moves to 'Closed' in agentOS:
A full chart of the issue statuses in Fixflo and their comparison status in agentOS can be found below:
| Fixflo Status | AgentOS Status |
| Reported | Reported |
| AwaitingInstruction | Reported |
| LandlordInstructionsRequested | Reported |
| LandlordInstructionsReceived | Reported |
| RequestForQuotesEnded | Reported |
| AwaitingReview | Actioned |
| QuotesReviewed | Actioned |
| JobAwardedAwaitingAppointmentDate | Actioned |
| JobAwardedAwaitingTenantAcceptance | Actioned |
| JobAwardedAppointmentDateDeclined | Actioned |
| AwaitingJobCompletion | Actioned |
| JobCompletedAwaitingFeedback | Actioned |
| JobCompletedNegativeFeedback | Actioned |
| JobCompletedAwaitingInvoice | Actioned |
| JobCompletedReadyForClosure | Actioned |
| Closed | Closed |
Please find below a video outlining this integration in more detail:
Additional Information
agentOS will synchronise data as follows:
- Properties, Landlords, Occupiers and Contractors are synchronised once a day
- Issues, invoices as well as completion docs are synchronised near-live time
If you encounter issues with agentOS, please reach out to our support team.