Managing facility operations requires clear tracking, quick action, and organized follow-ups. HappyTenant’s Facility Management module is designed to support this workflow within a single system. In this tutorial, you’ll learn how maintenance requests, work orders, assets, and preventive tasks are managed efficiently, with Ria AI assisting teams during daily operations.
The facility dashboard is your command center for managing all maintenance operations. From work orders and request statuses to unit health and purchase highlights, everything is displayed in one organized view. Quickly spot open, overdue, or resolved requests, and prioritize tasks without missing a beat.
With real-time insights, teams can act faster, reduce follow-ups, and stay on top of daily maintenance effortlessly. This dashboard turns scattered information into clarity, giving you complete control over your property operations.
Easily create and track every maintenance request in one place. See real-time statuses: Open, Pending, Approved, Rejected, or Reopened, so every request is tracked, and nothing is overlooked. You can assign requests by clicking on the required ticket displayed, to the right agent or department instantly.
It will ensure accountability and faster responses. You can also approve or decline based on need or tenant requirement. Your team will enjoy faster responses, fewer follow-ups, and smoother daily operations.
However, tenants can submit maintenance requests here by clicking the “Add Request” button. Here, they can enter the title, description, category (e.g., Electrical, Plumbing), and any attachments (e.g., photos or videos) to explain the issue.
Turn facility requests into actionable work orders with ease. Track every task from creation to completion, set priorities, and assign technicians directly. When a facility request is submitted, it can be converted into a work order for your team to act on. Here’s how it works:
Create or Open a Work Order: Click on the request and select “Approve Request” or open an existing one from the Work Orders tab.
Set the Details: Add the property information, priority (Low, Normal, High, Critical), category (e.g., Electrical, Plumbing), and any relevant tags.
Assign Agents or Technicians: Select the team member or vendor responsible for completing the task.
Add Attachments and Notes: Upload images, videos, or documents to show the issue or instructions. Use internal notes to communicate with your team.
Track Status: Update the work order as it progresses: New → In Progress → On Hold → Resolved → Rejected. You can see overdue or pending tasks at a glance.
Monitor Completion Time: Track how long each work order takes compared to the estimated resolution time.
Review and Close: Once complete, mark the work order as “Resolved” and, optionally, add post-completion notes or before/after images for records.
Managing vendor quotes doesn’t have to be complicated. HappyTenant’s Quotations feature helps you request, track, and manage vendor estimates for maintenance tasks and parts, all in one place. Here’s how you can use it effectively:
Access Quotations: In the facility menu, click “Quotations” to view all existing vendor quotes. You’ll see IDs, associated work orders, vendors, amounts, and status.
Create a New Quotation Request: Click the “Add Quotation” button at the top-right. Select the work order, assign the vendor, and add details such as required items or services.
Track Submission Status: Each quotation indicates whether the vendor has responded or the submission is still pending. You can also see approvals or rejections.
Review Vendor Details: Verify the vendor’s name, quoted items, costs, and any notes or attachments they submit.
Approve or Decline: Once the quotation is reviewed, accept it to proceed with work, or decline if changes are needed.
Whenever you need to get a quote from a vendor, just click the “Request Quotation” button. You can quickly add multiple vendors with a single click and enter details such as title, category, related work order, estimated completion date, and any notes you want to share.
Need to attach files or documents? No problem, you can drop them right into the quotation for one or multiple vendors. This way, everything is organized in one place, making it easy to compare responses and approve the right vendor without chasing emails or messages.
All quotations are tied to their corresponding work orders, so nothing is lost, and you can always check the history of requests and approvals.
Preventive maintenance helps you stay ahead of potential issues rather than reacting to them. With HappyTenant, you can easily create a maintenance trigger by clicking the “Add Preventive Maintenance” button.
Open Preventive Maintenance: Click Preventive Maintenance in the Facility module.
Set Trigger Details: Enter all details: name, date, and advance days.
Link to Property or Asset: Search and select the property, unit, or common area. Choose the asset related to this maintenance by name, barcode, or location.
Enter Work Order Details: Add a title and select a maintenance category. Include any specific instructions or notes for the task.
Assign the Task: Assign the work order to a responsible team member, technician, or vendor. You can assign multiple roles if needed.
Post-PPM Inspection (Optional): Select the “Allow Post-PPM Inspection” checkbox to enable follow-up inspections after maintenance.
Save and Monitor: Click submit. Your preventive maintenance will now appear in the dashboard, sending reminders and keeping tasks visible for your team.
HappyTenant lets you manage assets and inventory items efficiently so nothing gets lost and every work order has the right resources.
Access Assets & Inventory: Click on the Assets or Parts/Inventory tab in the facility module.
Add a New Asset: Enter the asset’s name, model, category, and location. Include optional details such as purchase information, warranty information, and a description. Attach files or images, set the barcode, and assign parts to a worker or vendor for tracking.
Open an Asset: Click on an existing asset to see work orders, parts used, attachments, and financial status.
Add Inventory Items: Click “Add Item” under the inventory tab. Fill in item information, date, vendor, attachments, and inventory lines.
Monitor Assets & Inventory: Use filters to search by name, category, property, unit, or location. Check barcodes, quantity, and cost to manage your inventory efficiently.
The Purchase Orders page gives you a clear view of all procurement activities in one place. From creating a new purchase order to tracking its status, you can manage items, vendors, and delivery details without confusion.
Everything, from the PO number to shipping instructions, is organized to help you streamline purchases and keep your property operations running smoothly.
Ria AI is built into HappyTenant to make facility management easier, especially for beginners. Instead of searching through menus, you can simply ask Ria what you need. Whether it’s checking the status of a work order, finding a request, or understanding what needs attention today, Ria AI gives you quick, clear answers in real time.
For daily facility tasks, it helps teams stay on track. You can ask about open or overdue work orders, pending approvals, or recent updates. Ria AI also supports better decision-making by highlighting priorities, so nothing important is missed. This means fewer manual checks, faster responses, and a smoother facility workflow, without requiring advanced system knowledge.
To get the most value from your facility management services, it’s important to go beyond basic task handling. Small operational improvements can make daily workflows smoother, reduce delays, and improve team coordination. The tips below help you use the system more effectively while maintaining control over maintenance activities.
Facility management doesn’t have to feel complex or reactive. With HappyTenant’s Facility Management module and built-in Ria AI support, teams can confidently handle requests, work orders, assets, and procurement from one place. By following this guide, you’re set up to manage facilities more efficiently, respond faster, and maintain properties with greater clarity and control.
HappyTenant offers a comprehensive facility management solution that integrates seamlessly with your property management workflow. The software reduces manual work, improves response times, and provides real-time insights to keep your operations running smoothly. Experience efficient facility management and take your property operations to the next level with HappyTenant.
Facility management in property management involves overseeing maintenance operations, work orders, assets, and vendor relationships to ensure properties are well-maintained and operational. It includes tracking requests, managing preventive maintenance, and coordinating repairs efficiently.
Ria AI acts as a smart assistant that helps you quickly find information about work orders, requests, and maintenance tasks without navigating through multiple menus. It provides real-time answers, highlights priorities, and supports faster decision-making for daily facility operations.
Yes. Tenants can easily submit maintenance requests by clicking the “Add Request” button. They can enter details such as title, description, category, and attach photos or videos to explain the issue, making it easier for property managers to understand and address problems quickly.
A facility request is the initial maintenance request submitted by tenants or staff. A work order is created from an approved request and includes detailed task information, assigned technicians, priority levels, and tracking through completion. Work orders turn requests into actionable tasks for your team.
Preventive maintenance allows you to schedule regular maintenance tasks before issues occur. You can set triggers based on dates, link them to specific properties or assets, assign technicians, and enable post-inspection follow-ups. The system sends reminders and keeps tasks visible on your dashboard.
We help companies and individuals streamline their workflows and processes.
