Crew Ops Pro Help Center | Operations: Property Management

Operations: Property Management

Jeremy Mckinney

Last Update 4 bulan yang lalu

The Property Management feature in Crew Ops Pro allows you to track service locations independently of your clients. This is essential for working with landlords, property managers, or commercial clients who may own multiple locations.

This guide explains how to manage property records, track access codes, handle inspections, and view service history by location.

What is Property Management?

While a Client is the person or entity paying the bill, a Property is the physical location where the work is performed. Separating these allows you to:

• Link multiple service locations to a single billing client.

• Track specific access instructions (gate codes, lockboxes) for each site.

• Maintain a separate service history and equipment log for every location.

• Manage recurring inspections and maintenance schedules.

How to Add a New Property

You can add a property directly from a Client's profile or while booking a new job.

1. Navigate to Clients and select the specific client.

2. Click the Properties tab.

3. Select "Add New Property".

4. Enter Address: Type the street address, city, state, and ZIP. The system will automatically geocode the location (assign latitude/longitude) for map routing.

5. Select Type: Choose if this is a Rental, Owner-Occupied, or Commercial property.

6. Click Save.

Note: When a client uses the Customer Portal, they can also view their list of properties and request service for a specific location.

Managing Property Details & Access

Once a property is created, you can store critical information that helps technicians access the site and perform work efficiently.

Access Instructions

Never get locked out again. In the Property Details section, you can record:

• Gate Codes & Lockboxes: Store combinations securely.

• Key Locations: Notes on where physical keys are hidden or stored.

• Parking Instructions: Specific details on where technicians should park to avoid towing or fines.Photos & Street View

• Google Street View: The system automatically pulls a Google Street View image of the address so technicians can visually identify the building upon arrival.

• Property Photos: You can upload photos of equipment (HVAC units, water shutoffs) or access points. These are stored securely in the cloud and are accessible via the mobile app.

Managing Inspections & Maintenance

Crew Ops Pro helps you track recurring inspections (e.g., annual rental inspections, seasonal maintenance).

Setting Up Inspections

1. Open the Property Detail page.

2. Navigate to the Inspections section.

3. Set the Inspection Status:

Current: Maintenance is up to date.
Due Soon: Inspection is required within 30 days.
Overdue: The inspection date has passed.

4. The system can send automated email alerts when an inspection is due.

Viewing Inspection History

You can view a log of all past inspections, including photos and findings, ensuring you have a paper trail for landlords or compliance.

Viewing Service History

The Property page acts as a "Single Pane of Glass" for everything that has happened at that specific location, regardless of who requested the work.

• Jobs Tab: View every job performed at this address, including the assigned technician and completion status.

• Estimates Tab: See all quotes sent for this location and their approval status.

• Invoices Tab: Track the financial history and outstanding balances tied to this property.

Pro Tip: Property Intelligence

For advanced routing, you can add "Property Intelligence" data to specific locations to help the AI optimize schedules:

• Parking Difficulty: Score the location on how hard it is to park (e.g., Downtown vs. Suburbs).

• Historical Access Time: Define how long it usually takes to get from the van to the front door (e.g., high-rise elevator time).

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