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 or edit a maintenance request with a current or future incident date, 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, which instantly updates the ticket status on your dashboard.

[!TIP] Logging Past Work: If you select an Incident Date in the past, Landager defaults to a silent mode using the "Log as past task" checkbox. When checked, the automated vendor notification is suppressed so you can catch up on record-keeping without annoying your contractors with historical alerts.

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 your Vendor DirectoryIl-preview mhux disponibbli 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 to your team who is handling the repair.

If your initial vendor clicks "Decline Job" from their email, or they reach out to say they can't complete the work, simply edit the maintenance request and assign a different vendor. The new vendor will receive an immediate notification, and the request history will be logged securely in your Activity LogsIl-preview mhux disponibbli.

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 analytics accurately capture every repair, not just those outsourced to external contractors.