As a Property Manager in Property Meld, you can create a Meld request on behalf of a resident or for work to be done on a Unit without a resident.
Here's what we'll cover:
Creating a New Meld
Follow these steps to Create a Meld:
1. To begin the process, locate and click on the Create Meld option. This can be accessed from any of the following sections on the platform:
- Melds: Start directly from the Melds tab where all your current melds are displayed.
- Dashboard: Initiate a new meld straight from your main overview page.
- Insights: Begin your meld creation while analyzing data and trends.
- Workflows: Kick off a new meld while managing your workflows.
- Calendar: Start a meld directly from your scheduling view.
- Projects: Begin the process from within your project management space.
- Finances: Create a meld while managing financial aspects.
2. Entering Maintenance Request Information
When creating a meld, it’s important to enter the maintenance request information accurately. Here's a step-by-step guide to ensure you capture all necessary details:
- Meld Location Type (Required): Choose between "Unit" or "Property" to specify where the maintenance work is needed.
- Unit or Entire Property (Required): Select the specific unit or the entire property where the meld should be created.
- Brief Description (Required): Provide a concise title for the meld. This will be visible in all Meld lists.
- Priority (Default: Low) (Required): As the Property Manager, you can assign a priority level as Low, Medium, or High depending on the urgency or your maintenance protocol.
- Location (Required): Indicate the specific area within the unit that needs attention (e.g., Kitchen, Bathroom, Living Room, etc.).
- Category (Required): Select the category that best describes the issue, such as Appliances, Electrical, Heating/AC, etc.
- Owner Visibility (Required): Decide whether the property owner should be notified about this meld. This setting controls the owner's visibility of the meld.
- Resident Presence Required (only in unit level melds) (Required): Specify if the resident's presence is needed during the maintenance. If "Yes" is selected, residents will be prompted to choose appointment windows for scheduling the work.
- Notify Residents (only in unit level melds) (Required): Choose "Yes" to give residents access to the meld and notify them, or "No" to keep the meld invisible to them and without notification.
- Animals Present (only in unit level melds) (Required): Indicate whether pets are present in the unit or property where the meld is being created.
- Recurring Meld (Optional): Use this option to automatically generate a new meld over a specified period by setting "Starting On" and "Ending On" dates. For more details, refer to the article on How to Create a Recurring Request.
- Maintenance (Optional): Assign the meld to a Vendor or Internal Maintenance team. The assigned party will receive a notification.
- Due Date (Optional): Set a due date for the meld, which can be used for filtering purposes. For more information on setting up filters, see How to Customize Filters and Dashboard.
- Tags (Optional): Add any relevant tags to the meld for easier categorization.
- Detailed Description (Optional): Include any additional details that the Maintenance Coordinators, Technicians, or Vendors might need to know about the request.
After entering all the necessary details, simply click Create Meld to finalize the process.
How to Edit an Existing Meld
Follow these steps to Edit an Existing Meld:
1. Select the Meld you wish to edit.
2. Click the Edit option. You may find this option by either clicking on the three dots (...) or on the Edit button in the top right corner of the Meld details page. The location of the Edit option may vary depending on the status of the Meld.
Note: Only open Melds can be edited.
3. Make the necessary changes and click Save Meld.
Note: All fields can be edited except for the Unit or Property field and the Notify Resident field.
Finishing a Meld
Follow these steps to mark a Meld as complete:
1. Go to Melds and select the specific Meld you want to review before finishing.
2. Click the ... icon and choose Finish from the menu.
3. Specify the date the work was completed and indicate whether the work was completed successfully by selecting Yes or No. Then, provide any relevant completion notes and click Yes, finish Meld.
Important Notes:
- Completion notes are optional and can be entered by the Vendor, Maintenance, or Agent.
- If no completion notes are provided, the Completion Notes field will not be displayed. If completion notes are provided, they will appear under the Completion Notes section on the Meld details page.
- Resident's will not have visibility into the completion notes.
- Completion notes are distinct from invoice notes and do not automatically appear in the invoice notes.
- Once submitted, completion notes cannot be edited since they are linked to the Meld.
- Once a Meld is marked as finished or closed, it cannot be reopened. However, you can still use features like Chat, Clone, Print, Upload Files, and Track Expenditures.
Canceling a Meld
Agent Cancel Meld
Steps to Cancel a Meld:
1. Select the Meld you wish to cancel, then click the ... icon and choose Cancel.
2. In the cancellation prompt, enter the reason for cancellation, then click Yes, Cancel Meld.
When a Meld is canceled by an Agent, its status is updated to Manager Cancelled.
Important Notes:
- The cancellation note will be displayed on the Meld for the Agent or Maintenance team but will not be visible to the Resident.
- The Resident and/or Vendor (if assigned) will receive the cancel note via email notification.
- The Owner is not notified of the canceled Meld or the cancel note.
Handle Resident Cancel Meld
A Resident can cancel a Meld only if there has been no activity (such as scheduling or chat messages) on the Meld. When canceling, the resident can enter a cancel note, which will be displayed to the Agent or Maintenance team under the Reason for Cancellation section.
Once the Resident cancels the Meld, its status is updated to Resident Cancelled, and no further action is allowed or required.
Handle Resident Cancellation Request
If there has been activity (e.g., scheduling or chat messages) on the Meld, the resident cannot cancel the Meld directly. Instead, the resident is given the option to Request Cancellation.
Steps to Handle a Resident's Cancellation Request:
1. When a Resident requests cancellation, the Agent can view the Cancellation Request under the activity section of the meld, which includes the date and time of the request and the notes for the cancelation request.
- A resident can request cancellation multiple times until the Meld is actually canceled.
2. After reviewing the Residents cancellation requests, the Agent can proceed to cancel the Meld by clicking the ... icon, selecting Cancel, entering the reason for cancellation, and confirming with Yes, Cancel Meld.
- Once the Meld is canceled by the Agent, the status is updated to Manager Cancelled.
Meld Activity
The Activity tab on a Meld provides a detailed log of all events associated with that Meld. This log is a permanent record of updates, showing who made changes, what was changed, and when.
Steps to Access the Activity Log:
1. Click Activity on any Meld to access the Activity log.
2. Use the Categories filter to quickly locate events of interest. Your selection will persist across different sessions and Melds, allowing you to maintain your preferred view.
The Activity log records events across various categories, including:
- Assignment
- Invoicing
- Messages
- Owner Approval
- Status
- Estimates
- Edits
- Expenditures
- Files
- Reminders
- Work Logs
- Resident Rating
Each event in the log provides details such as:
- Who made the change (with color-coded roles like Manager, Resident, Vendor, or Owner).
- What was changed (icons correspond to the categories, with additional details).
- When the change occurred (grouped by date, with time specified).
Note: The Activity log permanently records all events starting from 04/27/20. Events before this date are not included.