This guide is for property managers and tenant contacts who use VTS Activate without admin capabilities. It will walk you through the basic functions of submitting and managing service requests, also known as work orders.
Property Managers
Tenant Contacts
Property Managers
Submit a Service Request
Submitting a service request is a quick and easy way to report an issue or request a service for your space.
- Log in to the VTS Activate mobile app or web portal.
- Navigate to the Work Orders section, then to Service Requests.
- Click Create a Request, and fill out the form with the required details. (These will differ depending on your organization's set up, but will typically include the type of service, such as janitorial, HVAC, plumbing, etc, and the location of the issue.) You also may be able to add photos or files to help illustrate the issue.
- Click Submit. You will receive a confirmation, and the request will be routed to the appropriate team.
Open and View a Service Request
Once a request has been submitted, you can view its status and details in the Service Requests section.
- In the Admin portal, navigate to the Work Orders section, and then to Service Requests.
2. You will see a list of all your submitted requests. You can filter by status (e.g., Open, On-Hold, Closed).
3. Click on the Request ID of the specific request you want to view.
4. The details page will show the current status, a history of updates, and any comments from the maintenance team. You can also navigate to the;
- Details tab: Contains overall information about the service request
- Billing tab: Add or adjust charges associated with the service request
- Equipment: Add related equipment
- Activity: View when the service request was created and modified.
Add Comments
Communication is key to resolving service requests quickly. You can add comments to provide more information or ask questions.
- In the Admin portal, navigate to Work Orders, then to Service Requests. Open the specific service request you want to comment on by clicking on the Request ID.
2. Under the Details tab, scroll down to the Notes section and click Edit.
- Type your message in the text box provided, and then Click Save. The comment will be visible to everyone involved in the work order.
Add Charges
If you are a property manager and need to add charges to a work order, you can do so from the details page.
- In the Admin portal, navigate to Work Orders, then to Service Requests. Open the specific service request you want to comment on by clicking on the Request ID.
2. Navigate to the Billing tab.
3. Click Add Product or Service. Enter the required information, such as:
- Type: Service or Product
- Category: These will vary depending on your organization, but could include categories such as janitorial, materials, maintenance, etc.
- Item name: Select the name of the product or service in the provided type and category. (For example, Type: Service, Category: Maintenance, Item name: Replace lightbulbs)
- Quantity: Number of products or services provided
4. Click Add to save the charge. The new charge will now be associated with the service request.
Tenant Contacts
Submit a Service Request
You can submit a service request on behalf of your tenants through the member view of the Activate app.
- From the main page, locate your organization's Work Order (Service Request) submit form.
2. Fill out the information requested. This may vary depending on your organization, but will generally include the type of service needed, a description of the issue, and the location of the issue.
3. Click Submit.
Monitor a Service Request
Once a Service Request has been submitted, you can view its status, or cancel the order.
- From the main page, locate your organization's Work Order (Service Request) submit form.
2. Along the top, navigate to the History tab.
3. Here you can view your previous Service requests, and their status.
Additional:
Click Cancel to remove a Service Request. A pop-up box will appear to ask you to confirm.