Maintenance Web Portal

EliseAI automatically assigns work orders to technicians based on skills, availability, and priority. These assigned work orders appear in each technician's Maintenance by EliseAI Mobile App.

Supervisors can use the Maintenance Web Portal in conjunction with the Maintenance mobile app. The Maintenance Web 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 Web 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 Web 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: 

• Web Portal Setup
• View and Manage Work Orders
• Create a Work Order
• Invite Technicians (Coming Soon)
• Daily Schedule
• Technicians Page
• Map View

Web Portal Setup

Follow these steps to set up your Maintenance Web Portal. 

1. Contact your CSM to enable access to your web portal.
2. Download the Maintenance Mobile App
3. 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. 
4. Click Maintenance in your AI Portal's left sidebar to access the your Maintenance Web Portal.

View and Manage Work Orders

Click the Work Orders tab at the top of the page to view and manage your work orders. (This tab may be open by default.)

This page lists each work order's issue, status, priority, assigned technician, and creation date. The icon to the left of each creation date displays the work order's source: 

Created by AI
Created by Live Agent
Synced from PMS or Created in AI Portal

Use the filters at the top of the page to view work orders by: 

• Community or building
• Assignment Status (Assigned or Unassigned)
• Assigned Technician 
• Completion Status
• Priority Level

You can also search for work orders by unit number or description.

Click on a work order to open its details page. This page contains four tabs: 

• Details: Lists additional work order details, such as estimated duration, description, and permission to enter. 
  • Click the Assign or Reassign button at the top of the page to assign and schedule the work order.
  • 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. 

1. Click the Add Work Order button at the top right. This opens the Create Work Order box.
2. Select a community in the Communities dropdown menu. 
3. Write a description of the issue in the Description text box. 
4. Wait for the AI to automatically fill in remaining details like Issue, Speciality, and Estimated Duration. You can edit these details as needed.                                                                                     
5. Select Yes or No under Permission to Enter. 
6. Click Create Work Order to create the new work order. 
7. 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. 

Invite Technicians (Coming Soon)

The web portal's upcoming Invite Technicians feature will allow you to add technicians to your team: 

1. Click the Invite Tech button at the top right of the Work Orders page. This opens the Invite Tech box.
2. Assign communities, community groups, and an organization to the new technician. 
3. Enter the technician's name, phone number, and email.
4. Select the technician's specialities in the Specialties dropdown menu. 
5. Select the technician's position in the Position dropdown menu. 
6. 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. 
7. Click the Invite button to invite the new technician to your team. The technician receives an invite to join your organization on the Maintenance Mobile App.

Daily Schedule

Click the Daily Schedule tab at the top of the page to view your maintenance team's schedule. The page displays each technician's schedule for the day. 

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 Search for a community... dropdown menu at the top of the page to view technician schedules for specific communities. 

Technicians Page 

Click the Technicians tab at the top of the page to view and manage your technicians list. 

This page lists each technician's contact info, position, and skills. 

Click on a listed technician to view the technician's 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.

Map View

Click the Map tab at the top of the page to view a live map of your active technicians.

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. 

The Communities sidebar to the right of the map lists all your communities. Click on a community to view it on the map.  

Use the Select Communities dropdown at the top of the page to filter the technicians sidebar by assigned community and view the community on the map.