As a Property Manager in Property Meld, you can create a Meld request on behalf of a tenant or for work to be done on a Unit without a Tenant.
Here's what we'll cover:
- Creating a New Meld
- Editing and Existing Meld
- Finishing a Meld
- Canceling a Meld
- Meld Activity
- Meld Statuses Explained
Creating a New Meld
Step 1:
Click Melds and click New Meld.
Step 2a:
Enter your maintenance request information with the following guidance.
- Unit (Required) - Select Unit that needs the maintenance work.
- Location (Required) - The area that needs work to be done in the unit (e.g. Kitchen, Bathroom, Living room etc.).
- Brief Description (Required) - This title will be displayed in any Meld list.
- Detailed Description - Additional details that the Maintenance Coordinators, Maintenance Technician, or Vendors would need to know about the request.
- Priority (Default: Low) - As Property Manager you can also select High or Medium depends on the emergency or based on your maintenance process.
- Category (Required) - The category that this issue falls under (e.g. Appliances, Electrical, Heating/AC, etc.).
- Maintenance - Select the Vendor or Internal Maintenance to assign the Meld. A notification will be sent to the assignee.
- Due Date - Specify a Due Date for this Meld. Utilized through filtering. Refer to How to Customize Filters and Dashboard for additional instruction on how to set up filters.
- Tenant Presence Required (Required) - Don't check the highlighted box if the Tenant Presence is Not Required and you do not want to accept possible appointment windows submitted by the Tenant.
Step 2b:
Tenant Presence Required has the following actions that follow when the Meld is created.
- The Property Manager will receive an email notification that the Meld has been created.
- The Tenant will receive an email and/or text (if opted-in) notifications with the option to select possible Appointment Windows.
Step 3:
Recurring Work is used to automatically generate a new Meld for the number of days given the Starting On and Ending On dates.
For more information on Recurring Melds, refer to How to Create a Recurring Request article.
Click CREATE.
Editing and Existing Meld
Step 1:
Click the Meld you would like to Edit.
Step 2:
Click 
and click Edit.
Step 3:
Make the necessary changes and click SAVE.
NOTE: You may edit all fields with the exception of the Unit field.
Finishing a Meld
Step 1:
Click Melds and click the specific Meld to review prior to finishing.
Step 2:
Click 
and click Finish Meld.
Step 3:
Specify when the work was completed and click SAVE.
Note:
- Completion notes shown below are optional and can be entered by the Vendor, Maintenance or the Agent.
- If no completion notes are applied, the Completion notes field will appear as "No completion notes provided."
- The Tenant will not see completion notes.
- Completion notes are separate from invoice notes and do not populate by default in the invoice notes.
- Because completion notes are linked to the Meld, completion notes cannot be edited after submitted.
Step 4:
See the highlighted section for the COMPLETED Melds.
NOTE: Once the Meld is finished or closed, it cannot be reopened. However, the ability to Chat (limited use more than likely), Clone, Print, Upload Files, or Track Expenditures is still supported.
Canceling a Meld
Agent Cancel Meld
Step 1:
From a Meld, click 
, click Cancel.
Step 2:
From the Cancel prompt, enter Notes, click CANCEL MELD.
The Meld status is set to Manager Cancelled
NOTES:
The Cancel Note will be displayed on the Meld for the Agent or Maintenance. The Cancel Note will not be displayed on the Meld for the Tenant.
However, the Tenant and/or Vendor (if assigned) will be provided the Cancel Note via an email notification.
An Owner is not notified of the Canceled Meld or Cancel Note.
Handle Tenant Cancel Meld
A Tenant has the ability to Cancel Meld only if there has been no activity (e.g. scheduling or chat messages) on the Meld. A Tenant can enter a Cancel Note which will be displayed on the Meld for the Agent or Maintenance under Reason for cancelation.
At this point, the Meld is in a canceled state with the status set to Tenant Cancelled. No additional action is allowed or required.
Handle Tenant Request Cancellation
If there is activity (e.g. scheduling or chat messages) on the Meld, a Tenant cannot Cancel Meld instead a Tenant is only presented with a Request Cancellation option.
Step 1:
From a Meld that a Tenant has requested cancellation, the Agent can view the Cancellation Requests providing the date and time of the request.
A Tenant can request cancellation multiple times until the Meld is actually canceled.
Step 2:
Cancellation Requests can be deleted, click Delete under the specific Cancellation Request.
Click YES on the Delete Cancellation Request prompt.
Step 3:
Once the Tenant Cancellation Requests are reviewed and/or deleted, the Agent can Cancel Meld.
Click , click Cancel (not shown).
Enter Cancel Notes, click CANCEL MELD.
Step 4:
At this point, the Meld Status is now set to Manager canceled. As noted above, when the Tenant cancels the Meld, the Meld Status is set to Tenant canceled.
Meld Activity
The Activity tab on a Meld allows managers to track Meld events. It is a permanent record of updates, including who changed what and when, enabling managers to both monitor recent events and dig back into past Melds for historical records.
1. Click Activity on any Meld to access the Activity log.
2. Select Categories to filter the log and quickly locate events of interest.
This selection persists for each User after exiting the log, and even between different Melds, so Users can maintain their preferred sets of Categories.
The Activity log records dozens of events in the following Categories:
- Assignment
- Invoicing
- Messages
- Owner Approval
- Status
- Edits
- Expenditures
- Files
- Reminders
- Work Logs
- Tenant Rating
3. Each event includes information such as:
- Who made the change (name, with color indicating User role e.g. Manager/Tenant/Vendor/Owner)
- What was changed (event icons correspond to Categories above, plus additional details)
- When it was changed (events are grouped by date, and time is specified)
NOTE: The Activity log includes all events permanently, beginning 4/27/20. Events before that date are not recorded.
What Are the Different Meld Statuses?
- PENDING ASSIGNMENT
- PENDING VENDOR ACCEPTANCE
- MORE AVAILABILITY REQUESTED
- PENDING TENANT AVAILABILITY
- PENDING MANAGEMENT AVAILABILITY
- IN PROGRESS
- COMPLETED
- TENANT CANCELLED
- MANAGER CANCELLED
- VENDOR COULD NOT COMPLETE
- MAINTENANCE COULD NOT COMPLETE
PENDING ASSIGNMENT -
indicates the Meld is waiting for the property manager or maintenance coordinator to assign it to a Vendor or Maintenance Technician.
PENDING VENDOR ACCEPTANCE-
indicates the Meld is waiting for the Vendor to accept.
MORE AVAILABILITY REQUESTED-
indicates the Meld is waiting for the Vendor or Maintenance Technician to select their availability.
PENDING TENANT AVAILABILITY-
indicates the Meld is waiting for the Tenant to select their availability.
IN PROGRESS-
indicates the appointment has been scheduled and the Meld is waiting for the Vendor or Maintenance Technician to complete the Meld.
COMPLETED-
indicates the Vendor or Maintenance Technician has successfully completed the Meld.
VENDOR COULD NOT COMPLETE-
indicates the Vendor was not able to complete the Meld and had marked it via the completion request email or text notification.
MANAGER CANCELLED-
indicates the Property Manager or Maintenance Coordinator has rejected the Meld or canceled upon the Tenant's request.
MAINTENANCE COULD NOT COMPLETE-
indicates the Maintenance Technician was not able to complete the Meld.
TENANT CANCELLED-
indicates the Meld was canceled by the Tenant.
NOTE: The Tenant can only cancel a Meld when the Property Manager has not assigned the Meld or sent a chat message on the Meld.
PENDING MANAGEMENT AVAILABILITY-
is only shown in the Filter Options. On the Meld, it is shown as MORE AVAILABILITY REQUESTED. This status indicates that the Meld is waiting for the Internal Maintenance Technician to select their availability.
