Works and everyday building tasks

Use Building > Works for repairs, maintenance, inspections and improvements that need an owner, status and history. A work record keeps the issue and the evidence around it together.

Create a useful work record

Open Building > Works and check whether the issue is already recorded.
Open the existing work to add an update, or create a record for a new issue.
Describe the location, what is wrong and the outcome needed.
Set the priority, responsible person and target dates.
Add supporting evidence and save the record.

Choose a category that describes the work. Use emergency or high priority only when the item needs rapid attention, because priority records are surfaced on the dashboard.

A useful title is "Entrance door does not latch". In the description, say when it happens, which entrance is affected and whether there is an existing quote or inspection. This gives the person taking responsibility enough information to act.

Add watchers when people should follow updates to the work. Assignment means responsibility for progressing the work; watching means staying informed.

Add evidence and context

A work record can include:

photos, reports, quotes and other documents;
contractor quotes and the selected supplier;
comments and status history;
linked meetings, discussions and polls;
linked bills and funding allocations; and
property payment requests connected to the work.

Link existing records instead of uploading another copy where possible. The linked record stays available in its own section while the work shows the connection.

Comparing quotes

Record each contractor quote against the work, including its value and supporting document. Select the chosen quote only after the committee has made the decision. Keeping the unsuccessful quotes helps explain value, options and the decision during a later handover.

Status and activity

Update status as the job progresses and add comments for decisions or changes that would otherwise be lost in email. The activity section provides a chronological account of updates and linked records.

Do not remove a completed record simply to tidy the list. A closed record is useful evidence for maintenance history, contractor performance and future planning.

Finance summary