Administrator Guide

Start here

Use the administrator area to keep LPSR's property report operation running cleanly. Work orders in LPSR are scheduled visits for inspections, check-ins, check-outs, schedule of condition reports, EPCs, deposit dispute work, and occasional cleaning jobs.

If something looks wrong, check these first:

• User has the right role and agency before investigating missing records.
• Property, tenancy, and contact details are current before sending tenant notifications.
• Work order type, pricing, and templates are configured before scheduling a new service.
• Outbound email, SMS, WhatsApp, and map settings are set in Admin Settings where available.

Daily admin checklist

1. Open the admin dashboard and review failed or overdue work orders.
2. Check inspections and other report visits scheduled for today.
3. Review tenant responses that need manual follow-up.
4. Check inspector availability before moving visits.
5. Review recently completed visits and confirm the report workflow has finished.
6. Watch failed notifications and queue issues before they affect clients.

Users and access

Create or update a user

1. Go to Users.
2. Create the user or open their existing profile.
3. Confirm their role:
   • Administrator: full system control.
   • Agency Manager: agency-wide oversight.
   • Property Manager: assigned property and tenant workflows.
   • Inspector: property visit and report completion workflows.
   • Contractor: specialist or cleaning supplier access.
   • Tenant: response links and tenant portal access.
4. Attach the user to the correct agency, properties, or contractor profile.
5. Send or resend the password setup email if needed.

Quick troubleshooting

• If a user cannot see a property, check their agency and property assignments.
• If an inspector cannot see a visit, check assignment, scheduled date, and status.
• If a tenant cannot respond, resend the latest response link rather than reusing an old message.
• If a contractor sees no tenders, check whether relevant work has actually been sent out for quote.

Agencies, properties, and tenancies

Add or review an agency

Use Agencies for company details, agency managers, branding, pricing, and property links. Keep invoice and contact details accurate because these feed reports, communications, and finance workflows.

Add or review a property

For each property, check:

• Full address and postcode.
• Property type, room counts, and any report-relevant details.
• Access notes, key handling instructions, alarm codes, pets, and parking.
• Current agency and property manager.
• Active tenancy and tenant contact details.

Tenancy checks

Tenant access requests depend on tenancy data. Before sending notifications, confirm the active tenancy has the correct tenant names, email addresses, phone numbers, and move-in or move-out context.

Scheduled visits and reports

Create a work order

1. Go to Work Orders or the work order wizard.
2. Select the agency, property, tenancy if applicable, and work order type.
3. Choose the correct service, such as inspection, check-in, check-out, EPC, schedule of condition, deposit dispute report, or cleaning.
4. Add access notes and any client instructions.
5. Set the scheduled date/time or allow automated scheduling where configured.
6. Review communications before sending tenant or inspector notifications.

Understand common statuses

• Draft: created but not ready to send or schedule.
• Pending tenant confirmation: the tenant has been asked to accept or request a change.
• Tenant accepted / confirmed: access has been agreed.
• Inspector decision pending: an inspector needs to accept, reject, or action the visit.
• Scheduled: assigned and ready for the visit.
• In progress: the visit/report workflow is underway.
• Completed: visit and required report steps are finished.
• Cancelled: no further action should happen.

Respond to a visit request

When a tenant, agency, inspector, contractor, or subcontractor replies outside the automated flow:

1. Open the existing work order.
2. Add the new information to notes, access details, or the timeline.
3. Reschedule the existing work order if the date needs to change.
4. Resend the latest notification if a fresh response link is needed.
5. Avoid creating a duplicate work order for the same visit.

Communications

Before sending messages

Check that:

• The tenant's email and phone number are correct.
• The work order date and time are final enough to send.
• The template language matches the service type.
• The Help Centre URL points to /help.

If messages fail

1. Check the work order communication history.
2. Confirm outbound email/SMS/WhatsApp settings in Admin Settings.
3. Confirm the recipient details are valid.
4. Resend from the latest work order state so dates and links are fresh.

Pricing and finance

Use pricing settings to keep agency fees, inspector or subcontractor payments, mileage, cleaning packages, and QuickBooks mappings current. Do not create one-off pricing in notes if a structured pricing setting exists.

Quick troubleshooting

• Duplicate visit appears: check active and future work orders for the same property before creating another.
• Wrong tenant received a message: check active tenancy and contact data before resending.
• Report visit is missing from a route: check status, date, inspector assignment, and availability.
• Client asks for a report update: open the work order timeline, then check the assigned inspector or subcontractor notes.
• Settings changed but behaviour did not: clear relevant caches if the setting screen does not do it automatically.