🔧 Repair Detail Page

This page shows all the information about a repair, including:

• Description of the problem
• Tenant's contact info
• Internal logs and comments
• Any media (pictures or videos) added

You can click on any section to make changes.

↔️ Next and Previous Repairs

• Use the Next and Previous buttons to move between repairs directly from this page.
• This makes it easier to review and manage multiple repairs without returning to the list each time.

⋮ More Actions

Click the three dots (⋮) in the top right corner to access these options:

• Duplicate: Create a copy of the current repair with all its details included. This makes it quicker to log repeat or similar issues without re-entering the same information, helping you save time and stay consistent.
• Download PDF: Download a comprehensive PDF of this repair (see Download PDF for what's included).
• Delete: Remove this repair.

⏰ Snooze

• Click the Snooze icon (🕑) to set a reminder for this repair.
• Pick a date when you want to be reminded.
• On that date, you'll see a notification on the Bell icon marked by a red circle.

🔄 Status

• The Status label shows where the repair is in the process:

  • Open → Invited → Accepted → Completed → Closed

• The system updates this automatically.

• Change the status yourself only if:

  • You need to close a repair that isn't needed.
  • You need to reopen a repair that was closed by mistake.

📝 Address Notes

Any notes added to the property will appear here under the "Address Notes" section. These may include important details, or specific instructions related to the property address.

📜 View History

• Click the View History button next to the address to view past repairs.
• This helps you understand what's been done before.

💬 Chat

Use the chat feature to communicate directly from this page. Every message you send here will also be emailed to the recipient, and any replies sent by email will automatically appear in this chat thread.

All chat channels use a single continuous conversation thread, so you can easily track all messages in one place.

You can write text messages, send voice messages, attach files, share your location, or add emojis to enhance communication.

A red dot will also appear on the Bubble icon in the top right corner of the screen whenever there are new chat messages, so you never miss a reply.

💬 Chat Options

• Tenant Chat: Message the tenant about this repair (e.g., request more details or confirm access).
• Contractor Chat: All messages to contractors—whether they are invited or have accepted—use the same conversation thread, making it very easy to track all communication in one place.
• Tenant & Contractor Chat: View the conversation between the tenant and contractor directly within the repair. This gives you better visibility into their communication, helping you stay informed and keep everything on track.
• Internal Chat: Share notes or ask for help from your internal team (admins, managers). To ensure someone sees your message, start with @username to notify that person.

💬 Chat Templates

You can create reusable chat templates for messages you send often. Create your templates once and reuse them whenever needed, making it quicker to respond to common situations while keeping your communication consistent and reducing repetitive typing.

📧 Email Integration

• When you send a chat message, the user receives an email copy and can reply directly from their email client.

• Their email reply will automatically appear in the corresponding chat in Sorto, so there's no need for users to log in just to respond.

• This works both ways: tenants, contractors, and internal users all communicate seamlessly via email or in-app.

📲 Send Chat Messages as WhatsApp to Tenants

You can also send chat messages to tenants using WhatsApp at no additional cost. This is a fast, free, and convenient way to reach tenants using a messaging app they already use every day.

To send a message as WhatsApp:

1. Click the three dots next to the message.
2. Select Send as WhatsApp.
3. WhatsApp opens in a new tab or in the app, with the message ready to send.

📱 Send Chat Messages as SMS to Tenants

You can send chat messages to tenants via SMS when needed. This helps make sure important messages are seen quickly, even if a tenant is not checking email.

When you send a message as SMS, the content of your chat message is delivered directly to the tenant's phone number.

To send a message as SMS:

1. Click the three dots next to the message.
2. Select Send as SMS.

💷 Pricing

• 6p + VAT per SMS
• Each 160 characters counts as one message
• All SMS usage is automatically added to your monthly invoice

This gives you a simple way to make sure important messages reach your tenants when it matters most.

📁 Download All Media

• Below any displayed pictures or videos, click the Download All button to download a ZIP file containing all media files associated with this repair.

💰 Quotes

The Quotes section helps you manage contractor estimates and has two tabs:

• Invited: Shows all contractors who have been invited to submit a quote.
• Responded: Lists all quotes received, displaying price, proposed dates and any comments.

In the Responded tab:

• Each quote entry includes an Accept button.
• Clicking Accept:
  • Sends a notification to the contractor that their quote has been accepted.
  • Sends an email to the tenant informing them that [Contractor Name] has been assigned, along with the contractor's contact number so they can follow up directly.

📝 Internal Comments

Use this section to add notes that are visible only to internal office users (admins, managers). You can write any repair-relevant comments such as:

• Tenant feedback: "Tenant requested carpet replacement after repair."
• Site access: "Site inaccessible until security codes are provided."
• Contractor notes: "Contractor needs additional materials to complete the job."

📋 Change Log

• Click Access Full Repair Log to view a detailed timeline along with the name of the user who made changes of all changes and updates for this repair.

🚨 Set Priority

• Use the Priority selector to choose how urgent the repair is:

  • Low
  • Medium
  • High
  • Emergency

• Priority labels help your team triage and respond appropriately based on urgency.

👨‍💼 Assign Manager

• Use the Assign Manager dropdown to select a manager for this repair.

Once a manager is assigned to a job:

• They will receive an email notification informing them that they have been assigned to this job.
• All job-related email notifications will be sent directly to the assigned manager instead of the company email address.
• The job will only be visible to the assigned manager and admin users within the company. Other manager users will not see this job in their list.

🗺️ Viewing Nearby Repairs

• Click the "You Have Nearby Repairs" button to open a list of open jobs within a configurable radius (set in Company Settings).

On the Nearby Repairs page:

1. View all outstanding repairs in the selected area.
2. Select one or more jobs to invite contractors simultaneously.
3. Send Invites: each selected repair sends its own notification to the contractor.

Benefits:

• Save time and money by grouping jobs geographically (reduces travel and call-out fees).
• Clear overview for contractors, showing all nearby assignments.
• Better monitoring for admins and managers, keeping all local work in view.

👷 Invite Contractor

To invite a contractor to a job, follow the steps below:

1. Click on the 'Invite Contractor' search bar within the job form.

2. Start typing a name or select a contractor from the dropdown list.

   • The list of contractors comes from the Contractor Details page.

3. You can select multiple contractors to invite for the same job.

   • Optional: you can choose to request additional information by selecting one of:

     • Request Price (ask for a quote price)
     • Request Date (ask for availability dates)
     • Request Both (ask for both price and availability)

   • Leaving these options blank sends a general invitation without specific requests.

4. Once invited, the job will be automatically assigned to the first contractor who accepts the invitation.

5. Make sure to click "Save" to send the invitation. Invitations are only sent once the job is saved.

Contractors' responses automatically update in Sorto, so you can see who has accepted or declined directly on the repair page.

• Notifications on Acceptance: When a contractor accepts the job:
  • Admin/Manager: receives an email notifying them of the acceptance.
  • Tenant: receives an email stating that [Contractor Name] has accepted the repair, along with the contractor's contact number, so they can reach out directly for updates.

Notifications on Decline: If a contractor declines the job:

• Admin/Manager: receives an email notifying them of the decline.
• You will need to follow the Invite Contractor steps again to find a new contractor.

💰 Quote Requests During Invitation

• If you chose Request Price, Request Date, or both when inviting, the contractor must submit their quote before assignment.
• Once a contractor submits a quote:
  • Admin/Manager: receives an email notifying them that a new quote has been submitted.
  • Tenant: will not be notified until you accept the quote.

📤 Removing a Contractor

If you need to remove a contractor from a job or assign a different one, you can do this by:

• Clearing the current contractor and clicking Save, or
• Clearing the contractor, selecting a new one, and then saving.

NOTE

A notification email is sent only if the contractor had already accepted the job.
In that case, the system will:

• Notify them that the job has been cancelled, and
• Advise them not to attend.

📋 Report

Once a contractor completes a job, their Report appears here so you can review the work that was carried out. It includes:

• Results and recommendations: A written summary from the contractor describing what was done.
• Pictures/video: Any photos or videos the contractor added. Click Download All to download them as a ZIP file.
• Invoice: The invoice file submitted for the job.

💰 Invoices

• You'll be notified automatically as soon as a contractor submits an invoice when a job is completed. If an invoice is added or changed later, you'll be notified too, so you always know exactly what's happening.
• All invoices for a job can also be viewed and managed in the Repair History on the contractor and property pages.

📄 Download PDF

The Download PDF option (under the three dots ⋮ menu) downloads a comprehensive PDF of this repair.

• Includes the problem description, tenant's contact information, internal logs, comments, media attachments (pictures and videos), any submitted reports, and the full change log on the last page.
• The log section also shows comments alongside the username of who made each change, giving clearer context on all activity.
• The repair address and page numbers are shown in the footer, making reports easier to reference and navigate.