Automating Tickets for Smooth Operations

Name of Tenant

Date of Move-in

Date of Move-out

Pending Action Items

John Carter

24th January, 2024

Sign Lease Agreement

Ashwini Pavar

25th January, 2024

Unit Inspection 

John Elton

26th January, 2024

Fix all Electrical Issues

Mary Won

24th January, 2024

Unit Cleaning 

Feline Maria

25th January, 2024

Tenant Onboarding

Does the above table ring a bell? There are days when multiple tenants are moving in and out of the property. As a property manager and operator, it becomes an additional responsibility to check their contracts, collect rent, inform the tenants about the rules, ensure a smooth tenant onboarding process, and most importantly - MAINTAIN THE UNIT tenants are moving into or conduct inspections on units tenants are moving out from. 

But this is a lot more difficult than it sounds and if the last step goes wrong, all hell breaks loose for an operator/property manager. 

To reduce this workload for the operator and property manager, we are providing the ability to automatically create tickets based on certain trigger events - Ticket Automation. 

What are some use cases that made us build this feature?

To achieve cleaning, unit inspections, repairs, etc. traditionally, the operator will have to follow the steps below:

• Keep checking for move-outs that need to happen 
• Be notified of the tenant moving out at least a day before the actual move-out 
• Create ticket(s) to clean the unit, inspect the unit or check and fix repairs

For move-in the same process needs to be carried out - an operator will need to keep track of move-ins - has to be notified about the tenant move-in and creates tickets accordingly.

How automated ticketing can help address the above challenge?

With ticket automation, a similar workflow now looks like;

• Create a trigger event for Move-out - Every time the status of the unit is changed to Moved-out, our system will create a ticket for the category cleaning
• Create a trigger event for Move-in - Every time the status of the unit changes to Vacant, our system will create a ticket for the category Unit inspection

How to set up Ticket Automation on our system?

The following steps need to be followed to ensure that the ticketing automation can be used effectively:

1. Navigate to Settings > Ops > Tickets > Ticket Automation
2. Click on “Create Automation”
3. Enter the following information:
4. 1. Property: The property to which this automation applies. All of the units in this property will be selected.
   2. Contract type: Does this automation apply to Nightly, Monthly or Yearly contracts? One can create multiple automation for multiple types of contracts
   3. Select trigger: What is the event that triggers the ticket to be created?
   4. Choose the category of ticket that you wish to create based on the trigger.

How does this work on our system?

You may like this video:

Reduce workloads, increase efficiency and make the most of your time with our Ticketing automation module.