Gain complete visibility into your Work Order operations with VTS Activate’s enhanced reporting. Use the customizable reports and pre-built dashboards to track key metrics, analyze performance, and improve efficiency. These reports allow property managers and admins to drill further down into service request data than the Insights dashboards, allowing for specific insights on performance and responsiveness.
- Using Work Order Reports
- Standard Service Request Reports
- Standard Preventative Maintenance Reports
- Billing Reports
- Dashboard definitions
Using Work Order Reports
To locate these reports, navigate to the Admin portal, then to Work Orders, then to Work Order Reporting. Click on Run report to initiate the dashboard.
Note: New work orders data may take some time to appear here. This report may not reflect real-time changes.
Filters and actions
Click on filters to access the drop-down menu, and check the boxes of the attribute you want to filter by. Once you have selected your filters, click the Update button (circular arrow) to apply them. Utilize the Activity Log Event Filter on the Service Request or PM Task summary tables to isolate specific events, such as “Service Request Created From Task.”
Additionally, you can use the three line triangle to hide filters, or resurface them. Finally, you can use the three dot menu to do the following:
- Clear cache and refresh
- Download the data
- Schedule email delivery of the data
- Reset filters
Standard Service Request Reports
These reports and dashboards will provide valuable information about tenant submitted service requests.
Service Requests Summary
Provides an overview of your service requests, including current status, tenant name, date submitted, and category.
Average Completion Time
Displays the average hours taken to complete service requests for a channel.
- Average completion time times by tenant
- Average completion times month over month
- All completion times
Average Response Time
Shows the average hours taken to respond to a service request for a channel.
- Average response time
- All response times
Average Acceptance Time
Analysis of the time it takes for staff to accept an incoming service request.
Target Times
Analysis of tasks that met their configured target time vs. exceeded the target time to complete the request.
Tenant Feedback Summary
Analysis of responses to the survey sent to tenants after service request completion.
Standard Preventative Maintenance Reports
These reports and dashboards will provide valuable information about building team scheduled maintenance and equipment upkeep.
Preventative Maintenance Task Summary
Provides an overview of your preventative maintenance tasks, including current status, schedule, assignee, and additional data about the task and time to complete.
Time evaluation per task
Assessment of the estimated task time vs the actual time to action.
Task Performance - Property
A summary of the tasks at a property in each status - created, in-progress, on hold, completed, withdrawn, and expired.
Task Performance - Assigned User
A summary of the tasks by assigned user in each status - created, in-progress, on hold, completed, withdrawn, and expired.
Task Performance - Assigned Team
A summary of the tasks by assigned team in each status - created, in-progress, on hold, completed, withdrawn, and expired.
Task Performance - Schedule
A summary of preventative maintenance schedules in each status - created, in-progress, on hold, completed, withdrawn, and expired, along with recurrence schedules and the number of tasks created.
Billing Reports
As a Property Manager, you need an efficient way to review work order charges across your portfolio before tenant rent statements are finalized.
Building & Tenants Service Request Charge Summary Report
This report provides a summary of each Tenant’s SR Charge Total within a Building.
- For each tenant in a building, you see the Lease ID, the number of SRs, the Sub-Total billed, Admin Fees, Tax, and the Grand Total for that Tenant.
- A Building Total row, highlighted in grey, will display the total count of SRs across all Tenants within the report period, and the sum amount for each column (Sub-Total billed, Admin Fees, Tax, and the Grand Total) for all Tenants.
- Data reflects only closed Service Requests within the chosen period.
- Available for instant download as a CSV or PDF.
Tenant Service Request Charge Summary (Consolidated)
When tenants receive rent statements, they frequently require granular proof-of-work documentation to reconcile lump-sum totals on their rent statement for completed Service Requests. The Tenant SR Charge Summary generates a clean, non-payable supporting charge document detailing every closed SR charge total. It acts as an auditable backup attachment for invoices generated outside of the platform (e.g., within MRI or Yardi).
- Clean Supporting Documentation Layout: To avoid tenant confusion, this document is explicitly labeled "Billing | Tenant SR Charge Summary" and strictly excludes payment fields, amounts due, balance dues, or payment instructions.
- One SR per Line Item: Each row represents one SR-ID, showcases the Closed Date, the Service Request Category and Issue Type, Floor, Location, the Submitted by (name at the tenant company), the SR charge Total (includes tax), and the broken out Tax amount.
- Filters: Property Managers can filter by Tenant and choose an appropriate date range to generate the necessary view to download for each Tenant.
Dashboard Definitions
The Service requests summary table contains the following columns:
| Column | Description |
|---|---|
| Property | The channel name |
| Request ID | Service request ID |
| Current status | The current status of the service request |
| Tenant | Tenant of the service request creator |
| Submitted by | Service request creator |
| Date submitted | Submission date of the service request |
| Category | The type of of service |
| Issue | The request required to be addressed |
| Description | Explanation entered by the service request creator |
| Assignee | The individual assigned to resolve the service request |
| Team | The team responsible for managing the service request |
| Floor | The floor where the issue is located |
| Suite | The suite where the issue is located |
| Location | Area of the reported issue |
| Equipment | Equipment associated with the service request |
| Task time (h:m) | Manually entered time recorded for completion of the service request |
| Billable | Indicates if the service request has a charge associated |
| Escalated | Indicator for whether the Service request is currently escalated |
| Date assigned | Date the service request was assigned |
| Time in “open” (h:m) | Cumulative time for the service request in the open status |
| Date accepted | Date the service request is accepted |
| Time in “accepted” (h:m) | Cumulative time for the service request in the accepted status |
| Acceptance time (h:m) | Cumulative time from service request submission to accepted status |
| Date responded | Date the service request is put in progress |
| Time in “in progress” (h:m) | Cumulative time for the service request in the in progress status |
| Response time (h:m) | Cumulative time from service request submission to in progress status |
| Date on hold | Date the service request is put on-hold |
| Time in “on hold” (h:m) | Cumulative time for the service request in the on hold status |
| Date declined | Date the service request is declined |
| Date cancelled | Date the service request is cancelled |
| Date completed | Date the service request is completed |
| Completion time (h:m) | Cumulative time from service request submission to complete status |
| Time in “completed” (h:m) | Cumulative time for the service request in the in complete status |
| Date closed | Date the service request is closed |
| Activity log event | The event that occurred on the service request (detailed below) |
| Activity log previous value | The value of the field before the event |
| Activity log updated value | The value of the field after the event |
| Activity log Time | Timestamp of the activity log update |
| Activity log updater | User that actioned the activity log update |
| Custom questions | Custom data from the service request form specific to the channel |
The Preventative Maintenance tasks summary table contains the following columns:
| Column | Description |
| Task ID | PM task ID |
| Current status | The current status of the task |
| Schedule ID | PM schedule ID |
| Schedule | Name of the PM schedule |
| Assignee | The individual assigned to complete the task |
| Team(s) | The team responsible for managing the task |
| Location | Location of the task |
| Floor | Floor associated to the equipment linked to the task |
| Suite | Suite associated to the equipment linked to the task |
| Equipment | Equipment linked to the task |
| Recurrence | Records how often the task is scheduled to repeat |
| Estimated task time (h:m) | Projected time for task completion |
| Actual task time (h:m) | Time recorded for completion of the task |
| Due Date | Date the task is due to be completed |
| Assigned Date | Date the task is assigned |
| Created Date | Date the task is created |
| Time in 'created' (h:m) | Cumulative time for the task in the created status |
| In progress Date | Date the task is put in progress |
| Time in 'in progress' (h:m) | Cumulative time for the task in the in progress status |
| On hold Date | Date the task is put on-hold |
| Time in 'on hold' (h:m) | Cumulative time for the task in the on hold status |
| Withdrawn Date | Date the task is withdrawn |
| Completed Date | Date the task is completed |
| Activity log event | The event that occurred on the task (detailed below) |
| Activity log previous value | The value of the field before the event |
| Activity log updated value | The value of the field after the event |
| Activity log updater | User that actioned the activity log update |
| Step input type | Step type of the PM schedule |
| Step prompt | Information associated with the step input type |
| Step input value | Recorded data for the specific step |
| Activity log Time | Timestamp of the activity log update |