The work due this year
We use the scheme's maintenance plan to keep the year's planned work in view and follow up the actions needed to progress it.
Maintenance & projects
Maintenance andprojects managedfrom report tocompletion.
PropAI prepares the information needed for sound decisions, manages approved work and keeps trustees and directors updated without requiring them to chase every contractor or detail.
Planned maintenance
Keep this year's
work in view.
A ten-year maintenance plan needs attention throughout the year. Our system helps track the work due under the plan so it can be addressed, with priorities, approvals and progress kept connected.
Quarterly walkabouts & reports
PropAI carries out practical quarterly inspections, normally walking the property with trustees. We record the findings in an inspection report and follow up the smaller maintenance issues that need attention.
Repairs as they arise
Reported problems are managed as they arise. Quarterly walkabouts provide an additional opportunity to identify issues; a reported repair does not have to wait for the next inspection.
What the walkabout provides. These are practical walkabouts, rather than detailed technical inspections. Where a problem needs specialist investigation, technical advice or certification, the appointed professional or specialist contractor provides it.
From plan or problem to completed work
Know what
happens next.
Planned maintenance and reported repairs follow a clear management process. What matters is the current position, who is handling it and the action needed to move it forward.
Choose a stage to follow the planned roof work.
Planned roof maintenance
The roof needs attention.
A trustee walkabout identifies damaged tiles, a disconnected gutter and water staining. PropAI records the issue and connects it to the planned roof maintenance.
- What we record
- Issue or planned work, location, history, urgency and available evidence.
- Who does what
- PropAI records and routes the matter. Contractors carry out the required intervention within the agreed authority.
Planned roof maintenance
Agree the scope, then compare quotes.
The roof and gutter repairs are described clearly so contractors’ quotations can be compared against the same work, with specialist advice where needed.
- What we record
- Work proposed, quotations, inclusions and relevant specialist advice.
- Who does what
- PropAI organises the information. Contractors quote. Specialists provide the technical input required.
Planned roof maintenance
Trustees approve the planned work.
In this example, the trustees approve the selected quotation for the shared roof. PropAI records the decision and instructs the approved work.
- What we record
- Existing authority or required approval, agreed scope and spending instruction.
- Who does what
- The scheme sets authority and makes the decisions assigned to it. PropAI progresses work within that authority.
Planned roof maintenance
Book the contractor and agree access.
PropAI coordinates the appointed contractor and the visit. The homeowner agrees access so the approved work can begin.
- What we record
- Appointed parties, agreed work, dates and access arrangements.
- Who does what
- PropAI coordinates. Owners or residents agree access. Contractors carry out the work.
Planned roof maintenance
Track progress and outstanding items.
Progress updates are available through the portal. PropAI follows contractor progress and takes any change needing another decision back for approval.
- What we record
- Progress, delays, outstanding items and any changes requiring a decision.
- Who does what
- PropAI follows up and communicates. The scheme approves matters beyond existing authority. Specialists retain responsibility for technical judgement.
Planned roof maintenance
Confirm completion and close the ticket.
PropAI records contractor completion information and homeowner feedback. The ticket is closed once the agreed work and follow-ups are complete.
- What we record
- Completion information, feedback, outstanding items and required specialist records.
- Who does what
- Contractors confirm their work. Specialists provide required technical sign-off. PropAI follows up and maintains the management record.
Step 1 of 6: Record
Read the full maintenance process
- 01
Establish what needs attention.
We record the location, history, available photos or reports and urgency. The matter may come from the maintenance plan, a walkabout or a reported problem. Where urgent help is already authorised, we arrange the appropriate intervention.
- 02
Get clear about the work and cost.
We gather the scope and quotations needed for review, with enough context to compare what is included. Appointed specialists prepare or confirm technical requirements where needed.
- 03
Use agreed authority. Obtain decisions where needed.
Common interventions, such as electrician or plumber call-outs, can proceed within the scheme's previously agreed instructions. Work outside that authority goes to the trustees, directors or members who must decide before it is instructed.
- 04
Agree access and coordinate the work.
Once the required authority is in place, we coordinate the appointed contractor or professional and the arrangements needed for the work. Owners or residents agree access where their homes or occupied areas are involved.
- 05
Keep progress and outstanding items visible.
We manage contractor communication and follow up the work closely. Progress updates are available through the portal. If a delay, additional cost or change needs another decision, we bring it back to the appropriate authority. Major communal projects receive closer investigation and checking against the agreed scope and standard, with specialist input where needed.
- 06
Keep the ticket open until the work is done.
We gather contractor completion information and relevant feedback, follow up unfinished items and retain the approvals and resulting records. Required inspections, certification or professional sign-off come from the appointed specialist. The ticket stays open while the agreed work remains unfinished.
Clear responsibilities
Decisions, coordination
and technical work.
The level of involvement depends on the work. Regular repairs are coordinated and followed up; substantial communal projects may need closer investigation. The management agreement and approved instructions define the scope and authority.
Trustees, directors & members
Set priorities and authorise work.
The scheme sets priorities, approves matters within the appropriate authority and agrees the instructions under which PropAI can progress work.
PropAI
Plan, coordinate and follow through.
We track planned maintenance, carry out quarterly walkabouts and report on the findings, organise scope and quotations, coordinate appointed parties and keep progress, decisions and records connected.
Contractors & professionals
Carry out the work and provide technical input.
Contractors perform the work they are appointed to do. Appointed professionals and specialist contractors provide the technical advice, inspections or certification required for their work.
Owners & residents
Report problems and agree access.
Owners or residents provide the relevant details about reported problems and agree access where work affects their homes or occupied areas.
The practical details
A few
useful answers.
How closely do you get involved in routine work and larger projects?
PropAI manages work closely, without necessarily visiting every small repair. Routine work, including planned roof maintenance, follows the normal coordination process and quarterly walkabouts. Substantial communal projects receive closer investigation and checking, with specialist input where needed.
How can we follow the progress of maintenance work?
Maintenance progress updates are available through the portal. PropAI follows contractor communication, keeps outstanding items in view and retains the records needed to follow the work through to completion.
Must every urgent call-out wait for a new approval?
Common interventions such as electrician and plumber call-outs can proceed within the authority already agreed with the scheme. Where a matter falls outside those instructions, we obtain the decision needed. Reporting routes, urgent arrangements and spending authority are agreed for each scheme.
What if the contractor says the work is finished but items remain?
We keep outstanding items in view and follow them up. The ticket stays open while the agreed work remains unfinished. Technical inspection or certification, where required, remains with the appointed professional.
What maintenance and project support will our proposal include?
Your management proposal sets out the work included, the responsibilities and authority, and any additional project support to be agreed. Tell us about your scheme's planned work and outstanding problems so we can discuss the support it needs.
Start with your scheme
Tell us what your scheme needs.
Share your maintenance priorities, the work due under your plan and any repairs or projects still outstanding. We will review the details and contact you to discuss how PropAI's management service can support your scheme.
Requesting a proposal does not commit your scheme to making a change.