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Maintenance

Assign a contractor

Connect a contractor to a maintenance request, record contact details, appointments, quotations and progress, and keep the repair activity linked to the property.

Around 5 minutes Contractor assignment Appointments and progress

Assigning a contractor identifies who is responsible for assessing or completing the repair. The assignment can also contain appointment dates, quotations, contractor updates, invoices and completion evidence.

Preparation

Before assigning a contractor

  • Confirm the correct property and maintenance request.
  • Review the issue description and photographs.
  • Confirm the maintenance priority.
  • Check whether an inspection or full repair is required.
  • Review any relevant appointment or access restrictions.
  • Confirm the contractor is suitable for the type of work.
  • Review whether a quotation is required before work begins.
  • Check whether another contractor is already assigned.
Estavo does not verify contractor suitability

Review the contractor’s qualifications, insurance, competence and suitability through your normal contractor-management process before assigning the work.

Contractor information

Understand the contractor record

Business or contractor name The trading or individual name used for the contractor.
Main contact The person responsible for appointments and updates.
Email address Used for repair instructions and correspondence.
Telephone number The contractor’s main contact number.
Trade or service Plumbing, electrical, heating, roofing or another area.
Internal notes Relevant operational information about the contractor.
New contractor

Add a contractor record

1

Open the contractor selection

Open the maintenance request and select the contractor or assignment area.

2

Search existing contractors

Search by business name, contact name, trade or email address before creating another record.

3

Select Add Contractor

Open the form for creating a new contractor record.

4

Complete the contact details

Add the business name, main contact, email, telephone and relevant trade.

5

Save the contractor

Review the details and save the record before returning to the maintenance request.

Repair assignment

Assign the maintenance request

1

Open the maintenance request

Confirm the property, issue and current priority.

2

Select Assign Contractor

Open the contractor-selection area within the request.

3

Select the contractor

Search for and choose the correct contractor record.

4

Add assignment instructions

Record whether the contractor is quoting, inspecting or completing the repair.

5

Add a target or appointment date

Record the agreed next action where known.

6

Save the assignment

Confirm the contractor now appears against the maintenance request.

Oakfield Plumbing Services

Plumbing · Inspection and quotation requested

Assigned
Repair instructions

Share the relevant repair details

  • Provide the correct property address.
  • Include a clear description of the issue.
  • Identify the affected room or item.
  • Share relevant photographs and documents.
  • Confirm whether an inspection or repair is required.
  • State whether a quotation is required before work begins.
  • Provide approved access and appointment information.
  • Avoid sharing unrelated tenant or tenancy information.
Share only what the contractor needs

Keep personal data, security information and tenant details limited to what is necessary for arranging and completing the work.

Contractor visit

Record an appointment

Appointment date The confirmed date for the contractor visit.
Appointment time The agreed time or appointment window.
Visit purpose Inspection, quotation, repair or follow-up.
Tenant confirmation Record whether the tenant has confirmed availability.
Access arrangements Add the agreed access process without storing unnecessary security information.
Appointment status Booked, attended, cancelled or rearranged.
Do not treat a proposed date as confirmed

Record the appointment as confirmed only after the contractor and relevant tenant or access contact have agreed the arrangement.

Proposed repair cost

Record the contractor quotation

Quotation amount The quoted repair or inspection cost.
Quotation date The date the quotation was received.
Scope of work A concise description of the work included.
Exclusions Record anything specifically excluded from the quote.
Approval status Pending, approved, declined or revised.
Quotation document Upload the contractor’s written quotation where available.
Ongoing work

Track contractor progress

  • Record when the contractor was contacted.
  • Add appointment confirmations.
  • Record quotation receipt and approval.
  • Add contractor inspection findings.
  • Record required parts or follow-up work.
  • Add delays and revised dates.
  • Upload progress photographs.
  • Record communication with the tenant.
  • Update the repair status as the work progresses.
Reassignment

Change the assigned contractor

1

Open the maintenance request

Review the existing assignment and progress.

2

Record why the assignment is changing

Add a factual note explaining the cancellation, decline, delay or change in scope.

3

Remove or complete the old assignment

Keep the previous activity and quotation history available.

4

Select the replacement contractor

Assign the new contractor and provide the relevant repair details.

5

Review appointments and costs

Update proposed dates, quotations and tenant communication.

Data and property access

Protect tenant and access information

Tenant contact details

Share only where required for arranging the visit and with the appropriate permission or basis.

Access instructions

Record the agreed process without including unnecessary alarm codes or sensitive security data.

Photographs

Share only images relevant to the repair and review whether they contain unrelated personal information.

Internal notes

Keep landlord-only observations separate from contractor-facing instructions.

Removing responsibility

Remove a contractor assignment

Remove an assignment where the contractor was selected by mistake, declined the work or is no longer responsible.

  • Open the maintenance request.
  • Review the current contractor and activity.
  • Record why the assignment is being removed.
  • Retain relevant quotations, messages and appointment history.
  • Select Unassign or Remove Contractor.
  • Confirm the request remains open where further action is required.
  • Assign another contractor where appropriate.
  • Update the tenant about any material change.
Troubleshooting

Common contractor-assignment problems

The contractor does not appear

Confirm the contractor record was saved and is not archived or inactive.

The wrong contractor was assigned

Remove the assignment, record the correction and select the correct contractor.

The appointment is missing

Add the confirmed date and check that the appointment was saved against the correct request.

The quotation cannot be found

Review the documents, costs and contractor activity sections.

The contractor remains assigned after completion

Complete the maintenance request and review whether the assignment should remain as historical activity.

The tenant was not notified

Send a maintenance update and confirm it is visible through the Tenant Portal where appropriate.

The contractor is assigned

The next guide explains how to record quotations, approved amounts, invoices, payments and final maintenance costs.

Continue to maintenance costs