Assigning a Vendor to a Maintenance Request

When a maintenance request is submitted, someone needs to fix it. The Vendor field connects the work order to a specific contractor and automatically handles communication with them.

How Automated Notifications Work

When you create a maintenance request, assigning a vendor triggers an automated email notification system:

1. The Email Details: The assigned vendor receives an immediate email detailing the problem, including the title, description, property address, priority level, and any estimated cost you've provided.
2. Zero-Friction Access: Your vendor does NOT need to create a Landager account or memorize a password.
3. One-Click Responses: The email contains secure, single-use action links. They simply click "Accept Job" or "Decline Job" directly from the email.

[!TIP] Tenant Requests: Maintenance requests submitted by tenants via the portal or the property QR link arrive pending your approval. Vendors are notified only after you approve the request.

Assigning Existing vs. New Vendors

Assigning an Existing Contractor:

1. Locate the Vendor dropdown on the request form.
2. Search for the contractor by name.
3. Select them from the results.

Creating a Vendor Inline: If this is a new contractor, you don't need to navigate away:

1. Type their name in the dropdown.
2. Click "Create new vendor".
3. Enter their email address (required for notifications) and phone number.
4. They're permanently added to the Vendors tab on your Expenses page and auto-selected for this request.

How Vendor Info Displays

Once a vendor is assigned, the maintenance request card prominently displays the Vendor Name, making it clear who is handling the repair.

Currently, reassigning a vendor or changing the status of a request (other than marking an open request as Completed) is not available in the UI. If your initial vendor clicks "Decline Job" from their email, or they reach out to say they can't complete the work, you cannot edit the request to assign a different vendor yet.

Best Practice

Always assign a vendor, even for small repairs you plan to handle yourself. Create an "In-House" vendor entry and assign it to requests you fix personally. This ensures your maintenance reports accurately capture every repair, not just those outsourced to external contractors.