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Pre-launch · in testing — WorkSmartOS MaintenanceOS is not commercially generally available yet.
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Getting Started with MaintenanceOS

Learn how to set up your MaintenanceOS workspace, invite team members, and configure your first properties.

See the setup path

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•WorkSmartOS Team

Getting Started with MaintenanceOS

Welcome to MaintenanceOS. This guide walks you through the initial setup so your team can start managing maintenance operations safely and efficiently.

1. Create Your Workspace

After accepting your invitation, you'll be prompted to create a workspace. A workspace is your organisation's home in MaintenanceOS — it holds your properties, team members, and maintenance history.

  • • Choose a workspace name (usually your company or portfolio name).

  • • Select your primary currency (GBP for UK teams).

  • • Confirm your time zone (defaults to Europe/London).

2. Add Properties

Properties are the buildings or units you maintain. You can add them individually or import a CSV.

Required fields per property:

  • • Address (UK postcode preferred for auto-complete)

  • • Property type (residential, commercial, mixed-use)

  • • Number of units

  • • Primary contact (name, phone, email)

Optional but recommended:

  • • Gas safety certificate expiry

  • • EPC rating

  • • HMO licence number (if applicable)

  • • Access instructions for contractors

3. Invite Your Team

MaintenanceOS supports role-based access:

RolePermissions

AdminFull access: properties, team, billing, integrations

ManagerProperties, repairs, contractors, reports

ContractorAssigned repairs only, update status, upload photos

Invite team members by email. They'll receive a secure link to join.

4. Configure Repair Categories

Customise repair categories to match your workflow. Default categories include:

  • • Plumbing

  • • Electrical

  • • Heating & Hot Water

  • • Structural

  • • Damp & Mould

  • • Gas Safety

  • • Common Areas

  • • External & Grounds

You can add, rename, or archive categories at any time.

5. Set Up Safety Rules

MaintenanceOS uses fixed safety rules to flag high-risk repairs. Review the default rules and adjust thresholds if needed:

  • • Gas smell / carbon monoxide → Immediate escalation, 24/7

  • • No heating in winter (Oct–Mar) → 4-hour SLA

  • • Water leak affecting electrics → 2-hour SLA

  • • Structural instability → Immediate escalation

  • • Fire safety equipment fault → 24-hour SLA

These rules cannot be disabled — they ensure compliance with UK regulations.

6. Connect Your Channels (Optional)

MaintenanceOS can receive repair reports from:

  • • Website widget (embed on your tenant portal)

  • • Email forwarding (dedicated address per workspace)

  • • Phone (via Twilio — requires admin setup)

  • • API (for custom integrations)

You can enable channels one at a time. Start with the website widget for the fastest setup.

7. Run a Test Repair

Before going live, submit a test repair through your chosen channel. Verify:

  • • The repair appears in the dashboard

  • • Correct category and priority are assigned

  • • Safety rules trigger as expected

  • • Notifications reach the right people

Next Steps

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Pre-launch documentation. Features and workflows may change before general availability.

Request an early demoSee the safety rules
ViewerRead-only access to repairs and reports