Property Manager Guide

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Property managers use LPSR to coordinate property report visits and keep tenant, property, and access information accurate. Work orders in LPSR are scheduled visits, not repair tickets.

Use this guide for:

• Checking upcoming inspections, check-ins, check-outs, EPCs, and report visits.
• Helping tenants respond to access requests.
• Updating property and tenancy information.
• Tracking report progress after a visit.

Your dashboard

Your dashboard highlights properties and work orders that need attention. Check it for:

• Visits waiting for tenant confirmation.
• Visits scheduled soon.
• Recently completed report work.
• Properties with missing tenant or access details.
• Messages or notifications requiring follow-up.

Scheduled visits and reports

Review a scheduled visit

1. Open Work Orders.
2. Filter to your property, date range, or status.
3. Open the visit.
4. Confirm the service type, scheduled date/time, tenant, access notes, and assigned inspector.
5. Review the timeline for messages and status changes.

Create or request a visit

When creating or requesting a work order, choose the exact service type and provide useful notes. Include:

• The reason for the visit.
• Preferred dates or time windows.
• Access instructions.
• Tenant availability if known.
• Any report-specific concerns.

Respond to a visit request

If a tenant contacts you about an LPSR visit:

1. Ask them to use the response link in the latest LPSR message where possible.
2. If they cannot find it, ask an administrator to resend the current link.
3. Record any access notes on the work order.
4. If the proposed date does not work, reschedule the existing work order.
5. Avoid creating a second work order for the same visit.

Properties and access information

Good access notes reduce failed visits. Keep these details current:

• Key collection and return instructions.
• Lockbox or alarm information.
• Parking restrictions.
• Pets, vulnerable occupants, or special access considerations.
• Rooms or areas that must be included in the report.

Tenants and contact details

Before tenant notifications are sent, confirm:

• The active tenancy is correct.
• Email addresses and mobile numbers are up to date.
• Move-in or move-out dates are accurate for check-ins and check-outs.
• Any named occupiers or authorised contacts are recorded.

Report progress

After a visit, check the work order timeline for completion notes and report progress. If you need to chase an update, include the work order reference, property address, service type, and scheduled date.

Quick troubleshooting

• Tenant cannot attend: reschedule the existing work order.
• Access details changed: update the work order notes and tell the assigned inspector if the visit is soon.
• The wrong person was contacted: fix the tenancy/contact record before resending.
• You cannot see a property: ask an administrator to check your agency and property assignments.
• A report is not showing as complete: check whether the visit is completed or still waiting for inspector/report action.