You don’t need specialized software to have easy online management of repair requests. Spend 20 minutes setting up our system, and you will save LOTS of time later, and always have a paper trail if somebody lies about something. Interested?
It all starts with creating an online form in Google Forms or one of the other services that have free forms, if you don’t have a google account. You are limited in the number of forms and fields, but almost anybody’s free subscription should work for you. JotForm.com is one. There are many others.
The steps for creating forms are very easy and intuitive. These are the fields you need:
- Tenant name (short text block, click setting to make entry required)
- Address and unit number, if applicable (short text block, click setting to make entry required)
- Cell phone number (short text block, make required)
- How long has this problem been going on? (short text block, make required)
- Describe the problem (long text block, make required)
The form generator will create the form for you, and assign a url (website address) to your form. Now you have to make it easy for your tenants to get to the place to use the form for a repair request.
The best way to make it easy for your tenants is to create a QR code for the url of your form. For some of you reading this, that sounded like Greek, didn’t it? QR codes are like the one at the left. If you have the free QR code app on your phone, you can open the app, click on the code as if you are taking a picture of it, and your phone will open a specific webpage for you. It can do lots of other things if you want, but for this article we want that code to take your tenant to the place where you have your online form for repair requests. BTW, the QR code at the left will take you to the Gulf Shores, Alabama, beach cam.
Once your tenant clicks on the code, the repair request form will open on their phone. They can complete the fields and then click on “send.” The system will them send you an email with all the information the tenant just entered on the form, plus the date and time. You can forward the email to a repair person, and add your own comments if you want. You can print it out and put it in the tenant’s file or on your stack of “To Do” items. You can do ANYTHING you could do after talking to a tenant or listening to a voice mail message and writing down notes of your conversation.
PLUS you have a paper trail so if a tenant claims it made a repair request (but did not) there is no form to back up his claim. If he claims he asked for something different, the paper trail does not back him up. If she claims she never gave you permission to enter her apartment and did not ask for any repairs, the paper trail saves your fanny. Because, if the tenant asks for repairs, you automatically have permission to enter, under the Alabama Residential Landlord Tenant Act.
How do you create the QR Code? Go to any one of the free QR code generator websites. One that I use is https://www.the-qrcode-generator.com/ Select a static form. Those are usually free. Dynamic codes let you later change what happens when someone clicks on it. You don’t need that feature. When asked, enter the url for the form you created. The website will generate a QR code for you. Download it. Print it out. Put a copy inside one of the kitchen cabinets, with a label saying what it is.
When you sign up a new tenant, make sure they download the QR code app. Write something in your lease saying that repair requests MUST be via the online form. Be sure to mention this during the initial move-in walk-thru and inspection.
Sit back, and watch your life get a lot easier!