FAQ's - General Topics

• What is PropertyFlow and how does it work?

  PropertyFlow is a comprehensive property management platform designed for managing agents, property owners, and contractors. It streamlines work request management, contractor coordination, meeting management, and financial tracking for property portfolios of all sizes.

• How do I submit a work request?

  Simply log into your account, navigate to the Work Requests section, and click "New Request". Fill out the details including property location, issue description, priority level, and any photos. The request will then go through our approval workflow.

• What types of properties does PropertyFlow support?

  PropertyFlow supports all types of properties including residential complexes, commercial buildings, mixed-use developments, and individual units. Our three-tier hierarchy (Groups → Entities → Assets) accommodates everything from single-family homes to large estate management.

• How does the contractor assignment process work?

  After a work request is approved, managing agents can either assign contractors directly from their rolodex or request quotes from multiple contractors. Contractors receive notifications and can submit competitive quotes, which are then reviewed and approved based on your organization's policies.

• Can I track work progress in real-time?

  Yes! PropertyFlow provides real-time updates on work request status, contractor check-ins, photo updates, and completion progress. You'll receive notifications for status changes and can communicate directly with contractors through our built-in messaging system.

• How does the mobile app work?

  Our mobile app provides full functionality including work request creation, photo uploads, real-time notifications, offline sync, and contractor communication. It's designed for property owners, managing agents, and contractors to stay connected on the go.

• What security measures are in place?

  PropertyFlow uses enterprise-grade security including role-based access control, encrypted data transmission, secure file storage, and comprehensive audit trails. All user actions are logged and we maintain strict data privacy standards.

Work Request Management

• What is the work request approval process?

  Work requests follow a structured workflow: Draft → Submitted → Owner Approval → Agent Approval → Contractor Assignment → In Progress → Completed. Each stage has specific permissions and notifications to ensure proper oversight and accountability.

• How do I attach photos to work requests?

  You can upload multiple photos directly when creating or updating a work request. Photos are automatically optimized and stored securely. Contractors can also add progress photos during work execution, and all images are organized chronologically for easy reference.

• Can I set priority levels for work requests?

  Yes! Work requests can be categorized as Low, Medium, High, or Emergency priority. Emergency requests bypass normal approval workflows and are immediately routed to available contractors. Priority levels affect notification urgency and contractor assignment algorithms.

• What happens if a work request is rejected?

  If a work request is rejected, the requester receives a notification with the reason for rejection. They can then modify the request and resubmit it, or cancel it entirely. All rejection reasons are logged for audit purposes and to help improve future request quality.

• How do I track the status of my work requests?

  You can view all your work requests in the dashboard with real-time status updates. Each request shows its current stage, assigned contractor, estimated completion time, and any recent activity. You'll also receive email and mobile notifications for status changes.

• Can I communicate with contractors directly?

  Yes! PropertyFlow includes a built-in messaging system that allows direct communication between property owners, managing agents, and contractors. All messages are logged and can be referenced for future work or dispute resolution.

• What if I need to cancel a work request?

  Work requests can be cancelled at any stage before completion. If a contractor has already been assigned, cancellation fees may apply depending on the work already performed. The system will notify all relevant parties and update the request status accordingly.

Contractor Management

• How do I find and invite contractors?

  You can search our contractor database by skills, location, ratings, and availability. Use filters to find contractors within your preferred radius, with specific certifications, or from your trusted rolodex. Invite multiple contractors to submit competitive quotes for the same job.

• How does the quote system work?

  Contractors receive work request details and can submit detailed quotes including materials, labor costs, and timeline estimates. You can compare quotes side-by-side, request clarifications, and approve the best option. All quotes are stored for future reference and contractor performance tracking.

• Can I rate and review contractors?

  Yes! After work completion, you can rate contractors on quality, timeliness, communication, and value. These ratings help build contractor profiles and influence future assignment algorithms. Reviews are visible to other property managers to help with contractor selection.

• How do I manage my contractor rolodex?

  Build and maintain a trusted contractor rolodex with preferred vendors for different types of work. Add contractors manually or promote them from successful jobs. Set preferences for automatic assignment based on work type, location, or contractor availability.

• What if a contractor doesn't show up or performs poorly?

  PropertyFlow tracks contractor performance metrics including no-shows, delays, and quality issues. You can report problems, request contractor replacement, and the system will learn from these incidents to improve future assignments. Poor performers are flagged and may be excluded from future opportunities.

• How do contractors get paid?

  Contractors submit invoices through the platform after work completion. You can review and approve invoices, with automatic payment processing options available. All financial transactions are tracked and integrated with your accounting systems for seamless record-keeping.

• Can contractors work on multiple properties?

  Absolutely! Contractors can work across multiple properties and managing agencies. The system tracks their workload, availability, and performance across all assignments. This allows for efficient resource utilization and helps contractors build relationships with multiple property managers.

Meeting & AGM Management

• How does the digital proxy system work?

  PropertyFlow automatically generates proxy forms for each unit owner, tracks proxy submissions in real-time, and verifies proxy validity. The system calculates quorum requirements and provides alerts when quorum is at risk, ensuring meetings can proceed legally.

• Can I manage multiple estate meetings simultaneously?

  Yes! PropertyFlow is designed for enterprise-scale management, allowing you to handle 60+ estates simultaneously. Each estate has its own meeting timeline, proxy tracking, and compliance requirements, all managed from a centralized dashboard with bulk operations support.

• How does the digital voting system work?

  Our secure digital voting system allows unit owners to vote on resolutions electronically. Votes are encrypted, verifiable, and counted in real-time. The system ensures one vote per unit and provides detailed voting records for audit purposes and legal compliance.

• What meeting documentation is automatically generated?

  PropertyFlow automatically generates complete meeting packs including agendas, proxy forms, voting ballots, financial statements, and meeting minutes. All documentation is customized for each estate and complies with local regulations and corporate governance requirements.

• How do I track meeting compliance and deadlines?

  The system provides automated compliance checking and deadline monitoring for all meeting requirements. You'll receive alerts for upcoming deadlines, quorum risks, and compliance issues. The dashboard shows the status of all meetings across your portfolio at a glance.

• Can I conduct hybrid meetings (in-person and online)?

  Yes! PropertyFlow supports hybrid meeting formats where some attendees are present in person and others participate remotely. The system handles both proxy and direct voting, ensuring all participants can contribute regardless of their attendance method.

• How are meeting results and minutes stored?

  All meeting results, minutes, and supporting documentation are automatically stored in the system with full audit trails. Documents are searchable, version-controlled, and can be exported for legal requirements or historical reference. Access is controlled by role-based permissions.

Financial Management

• How does the levy management system work?

  PropertyFlow automatically calculates levies based on floor area, voting weights, and ownership percentages. The system tracks levy collections, generates statements, and manages arrears with automated reminders and collection workflows. All calculations are transparent and auditable.

• Can I create budgets at different levels?

  Yes! You can create budgets at both group (estate) and entity (individual unit) levels. The system supports hierarchical budgeting with roll-up capabilities, allowing you to manage finances at the appropriate level while maintaining overall portfolio visibility.

• How do I track work request costs and expenses?

  All work request costs are automatically tracked and categorized. You can view expenses by property, contractor, work type, or time period. The system integrates with contractor invoices and provides detailed cost analysis and budget variance reporting.

• What financial reports are available?

  PropertyFlow provides comprehensive financial reports including income statements, balance sheets, cash flow analysis, levy collection reports, and budget variance analysis. Reports can be customized by date range, property, or portfolio and exported in multiple formats.

• How does arrears management work?

  The system automatically tracks levy arrears and sends escalating reminders to unit owners. You can set up automated collection workflows, track payment plans, and generate legal notices. All arrears activities are logged for legal compliance and audit purposes.

• Can I integrate with external accounting systems?

  Yes! PropertyFlow integrates with popular accounting systems and can export financial data in standard formats. The system maintains data integrity and provides reconciliation tools to ensure accurate financial reporting across all platforms.

• How do I handle reserve fund management?

  The system tracks reserve fund contributions, interest earned, and withdrawals for major maintenance projects. You can set up automated reserve fund calculations based on property age, condition assessments, and regulatory requirements. All reserve fund activities are documented and auditable.