Even something as minor as a broken elevator, a leaking pipe, or a problem with the building's cleaning service may seem small—but residents' frustration can build quickly if complaints are ignored or maintenance is postponed.
What is the solution? A clear system for recording residents' complaints and tracking maintenance. At BaytLink, we help property managers and owners' associations stay organized and follow up on each request.
1. Create One Place for Complaints:
If people report problems by telephone, in written notes, or via WhatsApp messages, then vital details are likely to be lost.
2. Record the Details of Every Request:
An effective maintenance request should explain the problem, specify its location, and include any pertinent details; when necessary, residents can also add photos. Clear information helps the management team understand the issue and decide on the appropriate action.
3. Follow Up Until the Problem Is Resolved:
Getting a complaint is just the start; follow up on every request until it is resolved or officially closed. A ticket-based system makes it easier to review open requests, check their status, and avoid overlooking recurring problems.
4. Plan Preventive Maintenance:
Good building maintenance involves more than dealing with problems after they occur; it requires establishing regular schedules for essential services such as elevators, water tanks, fire systems, and common areas. Preventive maintenance helps the management team anticipate recurring problems.
5. Keep Residents Updated:
Residents want to know that their complaints have been received and are being handled. Clear updates help manage expectations and reduce repeated messages asking for progress.
BaytLink helps property managers and owners’ associations organize resident complaints, maintenance tickets, preventive maintenance schedules, and communication in one digital platform.
Instead of relying on scattered messages and paper records, teams can follow requests more systematically and keep building operations organized.
Explore BaytLink and try it free for 14 days. Ready to organize your building’s maintenance?