How to Manage Post-Handover Maintenance in CrmLeaf
Construction CRM edition only. Requires the construction vertical add-on module to be enabled for your account by an Administrator.
Availability: Construction CRM edition only. Requires the construction vertical add-on module to be enabled for your account by an Administrator.
Overview
Maintenance is the last stage of the construction delivery flow. After the build is handed over, the site usually carries an obligation for upkeep - defect liability visits, planned servicing, or reactive attendance when the client reports a problem. The construction vertical keeps its own maintenance records so this work stays attached to the site rather than living in a spreadsheet.
There are two things to manage: schedules, which say what upkeep is due and when, and records, which say what was actually done on a visit.
How It Works
An Administrator sets up the maintenance schedules for a handed-over site. Users then record what happened at each visit against the site, so the site keeps a full history of post-handover work.
Handover → Create maintenance schedule → Visit due → Record the visit → Site maintenance history
- Maintenance schedules and maintenance records are construction records held against the site.
- A schedule defines recurring or planned upkeep; a record captures one visit and its outcome.
- Because the maintenance history is on the site, it stays connected to the survey, assessment, estimate and financial plan for the same build.
- Where a client reports a problem, the shared ticket screens are available in this edition and can be linked to the client and the project, so a reported defect and the maintenance visit that answers it can both be recorded.
- Material used on a maintenance visit follows the normal procurement and material requisition path, and material returned can be raised as a goods return against the construction site.
Who Can Use This Feature?
Administrator
- Create and maintain the maintenance schedules for handed-over sites.
- Configure which roles may add and edit maintenance schedules and records.
- Review the maintenance history for a site.
User
- See the maintenance due for the sites they are responsible for.
- Record what was done on a maintenance visit and its outcome.
- Attach photographs and documents from the visit.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The construction vertical module enabled for your account.
- A construction site that has reached handover.
- The maintenance obligation from the contract known, so the schedule reflects what was agreed.
- The staff who will attend visits added to the account with the right role.
For Administrators
Step 1: Create the maintenance schedule for the site
What to do: select Add and create a maintenance schedule against the site. Record what the schedule covers, how often it recurs, and when it starts.
What to verify: the schedule matches the maintenance obligation in the contract for that site, including its end date.
Step 2: Set who may record maintenance
What to do: confirm the roles that attend site can add maintenance records, and set the record visibility scope so that supervisors can see the whole history while an operative sees their own visits.
What to verify: a test user in each role can open the screens they need and no others.
For Users
Step 1: Open the maintenance screen for the site
Find the schedule for the site you are attending, and confirm what the visit is supposed to cover before you go.
Step 2: Record the visit
What to do: select Add to create a maintenance record against the site and its schedule. Record the visit date, who attended, what was inspected or repaired, and the outcome.
What to verify: the record is against the correct site and schedule, so the site history stays accurate.
Step 3: Attach evidence and close the visit
What to do: Upload the photographs and documents from the visit, then complete the record's status to show the visit is finished and select Save.
What to verify: the record appears in the site's maintenance history with its attachments.
Step 4: Handle anything the visit could not close
What to do: where the visit found work that needs a return trip or a purchase, raise the follow-up as a task on the project, a ticket if the client reported it, or a material requisition if material is needed.
What to verify: the open item is recorded somewhere with an owner, not left only in the maintenance notes.
Expected Result
The handed-over site carries its maintenance schedules and a record of every visit made against them, with attachments and outcomes, so the post-handover obligation on that site can be evidenced and followed.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Maintenance schedules and records are separate. A schedule that is never recorded against leaves no evidence that the visit happened.
- The Solar CRM edition documents a richer maintenance vocabulary for schedules and visit records. Do not assume every solar maintenance value exists on the construction screens; check what your account offers.
- Maintenance visibility follows the ownership-based permission scopes, so different users may see different histories for the same site.
- Material issued for maintenance and material returned afterwards should follow the normal requisition and goods return path so stock stays accurate.
Common Scenarios
Example: defect liability visits. A twelve-month obligation on a commercial fit-out is set up as a recurring schedule with quarterly visits. Each visit is recorded with photographs, so at the end of the period the contractor can show every visit was made.
Example: a reported defect. The client reports water ingress. A ticket captures the report, a maintenance record captures the site visit and the repair, and a material requisition covers the sealant used. The site history shows the report, the response and the material.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The maintenance screen is not available. | The construction vertical module is not enabled, or your role does not include maintenance. | An Administrator enables the module or grants the permission. |
| A visit record cannot be linked to a schedule. | No schedule exists for the site yet. | An Administrator creates the schedule, then record the visit against it. |
| The record cannot be saved. | A mandatory field is empty. | Complete every mandatory field and select Save again. |
| Attachments will not upload. | File storage is not configured for the account, or the plan's storage limit is reached. | An Administrator checks the storage configuration. |
| A colleague's visit records are missing from your view. | Your role's record visibility scope limits you to your own records. | An Administrator widens the scope for your role. |
Frequently Asked Questions
Is maintenance billed through the payment schedule?
The site's financial plan and payment schedule hold the agreed client payments. Chargeable maintenance work is invoiced through the normal invoicing screens; confirm how your contract treats it.
Can a client raise a maintenance request themselves?
Clients have a portal and the ticket screens are available in this edition. Confirm with your Administrator which channels are open to your clients.
Does a maintenance schedule create the visits automatically?
The schedule defines what upkeep is due and how often. Whether visit records are generated for you or created manually should be confirmed for your account.
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