Industry type - Lettings

Available with - Professional

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Setting up your Fixflo site to ensure that occupiers are sent their planned maintenance

All planned maintenance certificates can easily be sent directly onto occupiers. 

To ensure these are sent out, there are two things you need to do. 

First of all you will need to ensure that the email notification setting is set to go out. Administrator users can do this by clicking on 'Setup' > Settings' > 'Notifications'. By opening up the 'Occupier notification defaults' you must ensure that 'Sent when a certificate document is added to a completed service event at a property' is set to 'Send'. This is turned on by default:

Secondly you will need to ensure that the correct permissions are set up on the event template itself. 

In order to ensure that the certificates will be sent onto the occupier you will need to log into Fixflo, click on 'Planned maintenance' > 'Event templates' and then click into the desired template. 

You will need to ensure that under 'Certificate documents view permissions' the 'Occupier' box is selected: 

Please remember to always press 'Save' if you make any amendments within the event templates:

Sending out the certificate

Once the certificate has been uploaded and the service event has been marked as complete the occupier will automatically be sent the following email with the certificate attached:

Please note that this email will go out to all of the occupiers who are registered as living at this property, according to your Fixflo site. 

By clicking 'here' on the email the occupier will be taken directly onto Fixflo where they will have access to a 'Documents' tab and can see all of the certificates which you have shared with them. They will be able to see if they are valid, when they expire and open up the document to see if in full:

Occupier audit trail

In order to correctly evidence that you have sent out your planned maintenance certificates to your occupiers there is an audit trail available within each occupier profile. 

Simply click on 'People' > 'Occupiers' and then click into the occupier of your choice. 

There is a 'Notification history' tab available for you - if you click on this you will be able to see a history of all of the planned maintenance certificates you have sent onto this occupier. 

As 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.