NOTE: The Maintenance Supervisor Portal is only applicable to communities using the Maintenance App.
EliseAI automatically assigns work orders to technicians based on skills, availability, and priority. These assigned work orders appear in each technician's Maintenance App.
Supervisors can use the Maintenance Supervisor Portal in conjunction with the Maintenance mobile app. The Maintenance Supervisor Portal allows you to:
- Track, manage, and update all work orders directly within the AI Portal, removing the need to switch over to your PMS.
- Add technicians to your maintenance team.
- View your maintenance schedule and monitor technician status.
- Monitor team performance and work order completion rates.
Please note the following before reading this article:
- To use the Maintenance Supervisor Portal, you must conduct your maintenance operations directly out of the Elise AI Portal and Maintenance Mobile App, and not in a separate PMS. All maintenance updates in the AI Portal are pushed to your PMS.
- The Maintenance Supervisor Portal is a separate feature from the AI Portal's Maintenance Reporting Dashboard. For more information on the latter, see Understanding Your Reporting Dashboard - Maintenance.
Navigate to each section of this article with the links below:
- Supervisor Portal Setup
- View and Manage Work Orders
- Create a Work Order
- Invite Technicians
- Maintenance Calendar
- Technicians Page
- Live Map View
- Maintenance Settings
Supervisor Portal Setup
Follow these steps to set up your Maintenance Supervisor Portal.
- Contact your CSM to enable access to your supervisor portal.
- Download the Maintenance Mobile App.
- Log in to the AI Portal with your EliseAI account. Contact your CSM to set up an EliseAI account if you do not have one.
- Click Maintenance > Work Board in your AI Portal's left sidebar to access your Maintenance Supervisor Portal.
View and Manage Work Orders
To view and manage your work orders, click the Work Board tab at the top of the page, then click Work Orders in the dropdown menu.
This page lists each work order's issue, status, priority, assigned technician, and creation date.
The icon to the left of each created scheduled time displays the source that scheduled the work order:
| Scheduled by AI | |
| Scheduled by Live Agent | |
|
Synced from PMS or Scheduled in AI Portal |
Hover your mouse over any live agent scheduled time to view the name of the agent.
Use the filters at the top of the page to view work orders by:
- Community or building
- Specialty
- Priority Level
- Assigned Technician
- Completion Status: Show or hide completed work orders
- Unit Turn Status: Show or hide work orders that are part of a unit turn.
- Assignment Status: View unassigned work orders only or view all work orders.
You can also search for work orders by unit number or description.
If you filter the page to a specific community, it displays the latest AI auto-assignment and the next scheduled one.
Click on a work order's Status or Issue to open the work order's Details page. This page contains four tabs:
-
Details: Lists additional work order details, such as estimated duration, description, and permission to enter.
- Click the Status dropdown menu to update a work order's completion status.
- Click the Assign or Reassign button at the top of the page to assign and schedule the work order.
- NOTE: You can assign more than one technician to a work order. Both technicians can see the work order in their app and hit start separately. This tracks individual time for each technician for timesheet and payroll purposes. When one technician completes the work order, it displays as complete for other technicians.
- Click the Edit button to open the Edit Work Order box. Here, you update work order details, including description, priority, and permission to enter.
- Use the Estimated Duration dropdown menu to change a work order's duration.
- Resident History: Lists the resident’s current and past work orders.
- Timeline: Lists the work order's history, including creation date and any status changes.
-
Message: Displays the resident's full conversation history.
- Use the chat box at the bottom of the page to message the resident.
- Click the Call button below the resident's name to call the resident.
Create a Work Order
Follow these steps to create a new work order on the Work Orders page.
- Click the Create Work Order button at the top right. This opens the Create Work Order box.
- Select a community in the Communities dropdown menu.
- Select the work order's Resident or Unit.
- Write a description of the issue in the Description text box.
-
Wait for the AI to automatically fill in remaining details like Issue, Speciality, and Estimated Duration. You can edit these details as needed.
- Select Yes or No under Permission to Enter.
- Click Create Work Order to create the new work order.
- View the new work order on the Work Order page to track its status. The AI may automatically assign a technician to the new work order based on skills and availability. You can also assign and schedule the work order manually.
Invite Technicians
Use the portal's Invite Technicians feature to add technicians to your team:
- Click the Invite Tech button at the top right of the dashboard. This opens the Invite Tech box.
- Assign communities, community groups, and an organization to the new technician.
- Enter the technician's name, phone number, and email.
- Select the technician's specialities in the Specialties dropdown menu.
- Select the technician's position in the Position dropdown menu.
- Carefully double-check all the information you entered. The AI uses this information to automatically assign work orders to the new technician. Incorrect information may result in assignments the technician cannot complete.
- Click the Invite button to invite the new technician to your team. This adds the technician to your Maintenance Mobile App. The technician can use their phone number to log in to the app.
Maintenance Calendar
Click the Maintenance Calendar tab at the top of the page to view your maintenance team's schedule. The page displays each technician's schedule for the day.
Video Demo:
Click on a work order in the schedule to open its details page. You can use this page to assign and edit work orders. See the View and Manage Work Orders section for more information.
Unassigned work orders appear on the left side of the page, sorted by status. Click on an unassigned work order to open its details page, where you can assign and schedule the work order.
You can also assign a work order by dragging and dropping the work order onto a technician's schedule.
Use the Select Communities dropdown menu at the top of the page to view technician schedules for specific communities.
Click on a technician's name at the top of the calendar to view their profile. This lists the technician's contact info, skills, current daily schedule, and past daily clock-ins.
Add Events
Use the maintenance calendar's Add Event feature to create:
- Recurring Events: Use these for repeating events like cleanups and meetings.
- Shifts: You can set different shifts for each technician.
- Breaks: You can set different breaks for each technician.
These events appear on assigned technician's maintenance calendars.
Your AI Assistant uses event information when assigning work orders. For instance:
- A technician's shift runs from 9 AM to 5 PM.
- A technician's break runs from 12 PM to 1 PM.
- In this case, your AI Assistant assigns work orders to the technician only from 9 AM to 12 PM, and from 1 PM to 5 PM.
Follow these steps to add an event to your maintenance calendar.
- Click Add Event+ in the top right corner of the calendar. This opens a Create Event window.
- Type in an event name at the top of the window.
- Select the event type: Event, Shift, or Break.
- Assign the event to one or more technicians.
- Set an initial date, start time, and end time for the event.
- Use the Repeat and Until menus to select the event's frequency and end date.
- Click Create Event to save the event to your maintenance calendar.
Technicians Page
To view and manage your technicians list, click Settings at the top of the page, then click Technicians in the dropdown menu.
This page lists each technician's contact info, position, and skills.
Click on a listed technician to view their profile.
A technician's profile page contains three tabs:
-
Profile: Lists the technician's contact info, position, skills, and associated communities.
- Click the Edit button at the top of the page to update the technician's profile.
-
Today: Lists the technician's scheduled work orders for the day, sorted by status.
-
Daily Clock-Ins: Lists the technician's past clock-in and clock-out times.
Live Map View
Click the Map tab at the top of the page to view a live map of a community's active technicians.
Select a community in the dropdown menu to view its technician activity. The map tracks the location and status of technicians that clocked-in for the day.
The Technicians sidebar to the left of the map lists the following info for each technician:
- Status (see below)
- Clock-In Time
- Last Seen Time
The map and sidebar display the status of each technician:
- Working (Blue Icon): Clocked-in and currently fulfilling a scheduled work order
- Clocked In (Orange Icon): Clocked-in but not currently fulfilling a scheduled work order
- Inactive (Gray icon): Did not clock-in for the day. Inactive technicians do not appear on the map.
Maintenance Settings
NOTE: This section includes only Building Schedule settings, which are available to Maintenance App users. See Maintenance Settings Overview and Instructions for information on all other maintenance settings.
To access your maintenance settings, click the Settings tab at the top of the page, then click General in the dropdown menu.
Select a community from the page's left sidebar to view its maintenance settings. You can view the community's Building Work Schedule at the top of the page. Your AI Assistant uses this for scheduling work orders.
Click Edit Schedule to update a community's building schedule. You can set the community's Timezone, Working Hours, and Required Breaks.