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RedRabbit Training – Maintenance Administration

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Course Prerequisite(s)

About Course

RedRabbit’s Maintenance module is designed to streamline the handling of property issues—from logging a problem to payment and billing—with clear handovers and visibility throughout.

It starts with viewing open tickets, allowing property managers to stay on top of all unresolved issues. 

When new jobs come in, you can request quotes from preferred service providers. Depending on the landlord’s preference, the system allows for different workflows—either the landlord manages the repair themselves, or the agent proceeds because the landlord has declined to handle it.

Once quotes are received, they can be easily forwarded to landlords for review, and approved within the system. From there, repairs are scheduled, and completion and invoicing are tracked in real-time.

The module also allows for the capture of proof of payment and ensures proper record-keeping. For clients using RAMS, billing requests can be generated directly, integrating with financial systems for seamless invoicing.

With step-by-step status tracking, built-in communication, and a full audit trail, this module helps ensure maintenance issues are handled quickly, transparently, and with minimal back-and-forth.

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Course Content

Viewing Open Tickets
In this lesson, we move from the inspection phase to the Maintenance Dashboard. This is where Admins track "Open Tickets"—the active repairs and issues that have been flagged but aren't finished yet.

  • Managing the To-Do List
    00:00

Requesting Quotes
In this lesson, we cover the bridge between identifying a problem and getting it fixed: Requesting Quotes. RedRabbit streamlines this by allowing you to send job details and photos to contractors directly from the maintenance ticket.

Landlord will NOT Repair Issue
In some cases, a landlord may decide not to proceed with a repair—either because they don't have the funds, they plan to renovate later, or they consider the issue "fair wear and tear" that doesn't require action. In RedRabbit, it is vital to document this correctly to close the loop and protect your agency.

Landlord will Manage Repair
Sometimes a landlord prefers to use their own "guy" or handle a repair personally. In RedRabbit, your job is to shift from managing the repair to monitoring it, ensuring it still gets done and the records stay accurate.

Receiving Quotes from Service Provider
In this lesson, we cover the workflow for when a contractor (Service Provider) responds to your request. RedRabbit makes this easy by funneling their prices and documents directly into the maintenance ticket, so you don't have to go searching through your emails.

Forward Quotes To The Landlord
In this lesson, we cover the final step in the bidding process: Forwarding Quotes to the Landlord. RedRabbit makes this professional and easy by allowing you to bundle multiple quotes into a single "Decision Email" where the landlord can approve their choice with one click.

Approval of Quotes
In this lesson, we cover the bridge between getting the landlord's "Yes" and actually starting the work: Approval of Quotes. This is the administrative green light that moves a ticket from a "plan" to a "project."

Service Provider Scheduling Repair
In this lesson, we cover the Scheduling Phase. Once a job has been awarded, the contractor (Service Provider) must coordinate with the tenant to get on-site. RedRabbit allows you to track this scheduling process so you aren't left guessing when the work will actually happen.

Maintenance Completion and Invoicing
In this final stage of the maintenance cycle, we move from "Work in Progress" to Completion and Invoicing. This ensures that the repair is verified, the tenant is happy, and the contractor gets paid.

Receiving Proof of Payment
In this final administrative step, we cover Receiving Proof of Payment (POP). This marks the absolute end of the maintenance lifecycle in RedRabbit, ensuring that the contractor has been settled and the financial records for the property are perfectly squared away.

Billing Requests (RAMS Integration)
In this lesson, we explore how RedRabbit bridges the gap between maintenance management and financial accounting through RAMS Integration. This feature ensures that once a job is done, the billing request is sent to your accounting system without any manual data re-entry.

Maintenance Administration Online Training (Compulsory Rental Support Training)
This online Maintenance Administration training is compulsory for all agents and administrators involved in the day-to-day management of maintenance within the rental portfolio. The training covers the correct procedures, communication standards, and administrative processes required to manage maintenance effectively and professionally. Attendance is free, and attendees may join as many sessions as needed. If any updates or changes occur throughout the year, additional communication will be sent to ensure all relevant parties remain aligned and up to date.

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Una Van Jaarsveldt
5 months ago
Good training material

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