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Rentvine Knowledge Base

Settings & General

Global Settings

Maintenance Settings

This article will go over all the sections in the Maintenance Global Settings within the Rentvine Global Settings

This article explains all sections and fields of the Maintenance Settings to help you understand your options.

Click on your initials at the top right and select 'Settings' > Click 'Work Orders'

Quick View Guide

Work Orders

Include Maintenance Limit on Work Order (Work Order PDF and Vendor Portal):

This will display the maintenance limit set on the property, the work order will be on when going into the created work order, as well as printing the work order.

Default Publish Work Order With Owner When Created by Manager:

When the property manager creates a work order, the work order will automatically publish to the owner's portal.

Default Publish Work Order With Tenant When Created by Manager:

This will automatically share the work order to the tenant portal when the property manager creates it.

Automatically Share Work Order With Owner When Submitted By Tenant:

When the Tenant submits a work order in their portal, this will be shared with the Owner's portal as well.

Show Tenant On Work Order PDF:

Enabling this will display the residents of the property when printing the work order.

Show Owner On Work Order PDF:

This will display the portfolio attached to the work order.

Tenant Portal Submission Work Order Status:

When a tenant submits a work order request on their portal, the work order status will default to the assigned Work Order Status in this setting.

Default New Work Order Status:

When creating a work order, this will be the default status the work order will be when it is created.

Recurring Create Work Order Status:

When a Recurring Work Order is created, this will set a default status on that work order.

Automatically Set Work Order Status (on Vendor Close):

This will have the work order status set to a specific status once a vendor closes the work order assigned to them on their portal.

Default Send Vendor Review Enabled:

After the work order ticket has been closed, the tenant receives an email to review the vendor who completed the work order.

Allow Vendors to Upload Invoices:

When a work order has been marked as completed, the vendor has the option to upload an invoice within their portal to the associated work order.

Auto Assign Work Orders When Submitted By Tenant Based on Lease Assignee:

This will notify the lease assignee whenever the status of the work order has changed or been assigned to a vendor.

Default Change Work Order Status when Creating a Bill:

When the property manager creates a bill for the work order that has been completed, the status of the work order will change to the status that this setting is set to.

Default Inspection Areas

This section allows you to add inspection areas at a global scale (for all properties):

You can add a new default area by selecting the "Add Default Area on the top right of your screen.

Creating a new inspection:

When creating a new inspection any default inspection area you created will populate here.

Inspection Items

This section of the maintenance settings allows you to add inspection items within an inspection.

Adding an inspection Item to an inspection

Once this item has been added to the inspection, you will see it populate within the inspection area you chose to add it in.

Inspection Actions

This area will allow you to place any actions within an inspection item you have created within an inspection area.

Adding an inspection action to an inspection item:

You can add this action by selecting the exclamation point button left of the inspection item, this will prompt a menu which allows you to choose any inspection action you created in your settings.

Maintenance Categories

The Maintenance Categories allows you to create category's for work orders you will be creating.

When creating a work order you will see these maintenance categories populate under the "Maintenance Category" section of the vendor information within that creation page.

Vendor Types

In the Vendor Types settings you are able to create different vendor types when creating a vendor contact within your system which can be tied to a work order.

Below you will see different vendor types that have been created, you can add a new vendor type by navigating to the green "New Vendor Type" button on the top right of your screen.

Creating a vendor:

When you are creating a new vendor you will be able to choose the vendor type from a drop down menu provided on the "New Vendor" page.

Work Order Statuses

In this section of your maintenance settings, you can create custom work order statuses which you can use with all work orders within your system.

Adding a new Work order Status:

Adding a new work order status can be done by selecting the blue "Add status" text on the top right of this page.

Adding a status to the work order status you created:

After creating the name of the new work order status, you can set the status from one of our provided options to associate that work order status with the work order you created.

Changing the status of a work order that has been created:

This can be done manually by going into the created work order and selecting the edit button under the Work Order Details section within the work order.

Appointment Settings

This setting allows the vendor to schedule a maintenance window for the work order that is associated with them when the vendor goes to accept the work order.

Days of the week available for maintenance - These days that have been set in the settings will populate when the user clicks to accept and schedule the work order.
Start Time and End Time - Within this same window, the user is able to view the times that have been set in the settings. If the start time is set to 9:00 am and end time is set to 5:00 pm this information will populate here.
Appointment window duration - Within the times available , you may notice increments within the time available for scheduling.
Number of Time Windows - There are timeframe windows when accepting the work order.

Number of days available for scheduling - This is the date range a work order is allowed to be scheduled within.

Buffer until first available appointment (days) - Allows you to set how long you want this buffer is, for accepting and scheduling a work order here. For example, if the buffer is set to 1 the user will be able to schedule a time to complete the work order the very next day.

Scheduling a work order:

When the vendor accepts the work order, they will be able to choose a date and time for when the work order will be worked on. Once they choose a specified scheduled Maintenance Window, the information will populate under their portal as well as the work order on the admin side.