Features & tools
Managing fault reports with an app
In a condominium, faults happen every day: an intercom that stops working, a leak in the garage, a burnt out light on the stairs. When reports come in by phone or private chat they get lost, duplicated or left unanswered, making it harder for the property manager to show the diligence required by their role. Managing fault reports with an app turns every issue into a ticket with a photo, description, status and assigned vendor, visible to everyone at any time. The result is less time spent chasing information and more transparency toward residents, who can see with their own eyes what has been done and when.
From phone calls to digital tickets
The first practical difference is that every report becomes a ticket with a number, an opening date and the resident who submitted it, instead of a voicemail or a note on a pad. The resident opens the app, chooses the fault category such as plumbing, electrical, elevator or common areas, and describes the problem in a few lines.
This first step removes the most common risk in manual handling: a report lost because it arrived outside office hours or through a channel nobody checks anymore. Every ticket stays visible until it is closed, and the property manager always has a clear view of how many faults are open at any given time across all managed buildings.
A photo that avoids misunderstandings
Attaching a photo at the time of the report drastically reduces the back and forth needed to understand exactly what is wrong. A leak under a shared sink, a crack in a wall, a gate that will not close: the image says in a second what would otherwise take several lines of description, and lets the property manager assess urgency and pick the right vendor right away.
The photo is also useful evidence in case of disputes about when the damage started or how serious it is, which matters when deciding whether a cost falls under ordinary maintenance or a special intervention that needs to be approved by the assembly.
Vendor assignment and live status
Once the report has been assessed, the property manager assigns the ticket to the right vendor directly from the app: plumber, electrician, elevator company or general maintenance contractor. The vendor receives the notification with photo and description attached, with no need to call back for details.
The ticket status moves forward in a traceable way: open, assigned, in progress, closed. Every step is logged with date and time, so both the property manager and the resident who reported the issue always know where things stand, without having to chase updates by phone or email.
History and transparency toward the assembly
All tickets remain archived in the building's history, searchable by date, category or vendor. This history is valuable when special maintenance is discussed at the assembly: having a documented sequence of interventions on a system helps justify a decision, for example replacing a boiler after repeated fault reports.
The resulting transparency also benefits the property manager: if the management is ever questioned, being able to show a complete record of reports, response times and vendors involved is a concrete protection tied to the diligence expected from the role.
AmministraPro builds fault report management around this logic, with tickets, photos, vendor assignment and a history residents can consult, as part of the features designed for the day to day management of properties.
Frequently asked questions
Who can open a fault report in the app?
Typically any resident or tenant with access to the app can open a report about common areas, such as the elevator, the intercom, stairway lighting or shared systems. The property manager receives an immediate notification and can also log reports collected through other channels, keeping a single complete record regardless of how the issue first came in.
Does the photo attached to a report count as evidence?
The photo documents the state of the fault at the time it was reported and the date it was uploaded, which is useful when there is doubt about when the damage started or how serious it is. It does not replace a technical inspection when one is needed, but it is a concrete reference alongside the written description that reduces disputes between the parties involved.
How is a report assigned to the right vendor?
The property manager reviews the fault category noted on the ticket, for example plumbing or electrical, and assigns the job to the matching vendor directly from the app. The vendor receives the photo and description together with the notification, so they can plan the site visit without calling back for more details, which shortens the time between the report and the actual intervention.
Is the fault report history useful at the assembly too?
Yes, the history is often what the property manager uses to show the assembly how often a given system has failed, which helps justify special maintenance or replacing a component. Having dates, vendors and statuses for every ticket makes the discussion more concrete than a simple verbal account of the problems encountered.
Does AmministraPro manage fault reports this way?
Yes, AmministraPro includes fault report management with tickets, attached photos, vendor assignment and live status, along with a history residents can consult. The feature is part of the toolset designed for the day to day management of properties, described on the features page together with the plans available on the pricing page.
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