Tenant Portal Setup & Use

The MaintenanceOS tenant portal lets tenants report repairs, track progress, and communicate with your team — reducing phone calls and improving satisfaction.

Enabling the Portal

1. Settings → Tenant Portal → Enable

2. Choose subdomain: `yourcompany.maintenanceos.co.uk` or custom domain

3. Configure branding: logo, colours, welcome message

4. Set repair categories available to tenants

5. Choose notification preferences (email/SMS for updates)

Tenant Access

Invitation methods:

• Bulk import: CSV with tenant email, property, unit → Auto-sends invite

• Individual: Property → Tenants → Invite

• Self-signup: Tenant visits portal, enters email + postcode → Verified via magic link

Authentication: Magic link (email) — no passwords to manage.

What Tenants Can Do

Report a Repair

• Guided form with categories, urgency, photos, description

• Safety questions (gas smell, electrical hazard, etc.) → Auto-triggers safety latch

• Preferred access times

• Submission confirmation + reference number

Track Repairs

• Live status timeline (New → Triaged → Assigned → On Site → Completed)

• Contractor details (company, contact, photo if provided)

• Estimated arrival / completion windows

• Photos uploaded by contractor

• Add notes / photos to existing repair

Communication

• Message contractor directly (via MaintenanceOS — no personal numbers shared)

• Message property manager

• All messages logged on repair record

Profile & Preferences

• Update contact details

• Notification preferences (email, SMS, push)

• Preferred contact times

• Vulnerability flags (elderly, disability, young children) — triggers priority handling

Manager View of Tenant Activity

Dashboard → Tenant Activity:

• New repair reports (unread count)

• Tenant messages awaiting response

• Overdue tenant actions (e.g., access confirmation)

• Satisfaction survey results

Customising the Repair Form

Settings → Tenant Portal → Repair Form:

• Enable/disable categories

• Add custom fields (e.g., "Which room?", "Access code for key safe")

• Set required photos per category

• Custom safety questions

• Language options (English, Welsh)

White-Label Options

• Custom domain (CNAME setup)

• Full branding (logo, colours, favicon)

• Custom email templates

• Remove "Powered by MaintenanceOS" (Enterprise only)

Analytics

Reports → Tenant Portal:

• Adoption rate (% tenants registered)

• Repair submission channel split (portal vs phone vs email)

• Average time to first response

• Tenant satisfaction scores

• Self-service resolution rate (tenants closing own "not needed" repairs)

Accessibility

Portal meets WCAG 2.2 AA:

• Keyboard navigation

• Screen reader compatible

• High contrast mode

• Text scaling

• Welsh language support

Next Steps

• Custom Domain Setup

• Tenant Communication Templates

• Vulnerability Flags & Priority Handling

• Portal Analytics Deep Dive

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