Illustrative idea · PROPERTY OPERATIONS
Track maintenance reference requests
Organize requests for information about a prospective maintenance supplier’s prior work.
Keep every reference request moving—and every decision with a person.
Illustrative idea, not a published runnable template. Grunt is prelaunch; live service is paused and live provider connections and outcomes remain unverified. The steps, providers, and outcomes below describe a concept.
Give agents a consistent way to request and track references. Record responses, remind the former landlord when a reply is outstanding, and alert the agent when personal follow-up is needed.
Actual availability depends on published steps, supported connections, permissions, and provider approval.
A reference requestAn agent’s request with applicant, property, former landlord, and agent details
“Send a reference request to the former landlord, track whether they respond, and keep the agent informed when the request needs follow-up.”
Work through the request.
Clear tasks, with review where it matters.
- Submit a reference request
- Record the request as pending
- Ask the former landlord for a reference
A request record with its response and follow-up status, including reminders and an escalation to the agent when no response arrives on time.
What this workflow could do
Collects reference requests and responses, tracks their status, and prompts follow-up when a former landlord has not responded.
Review points proposed in this idea
This process collects and tracks reference information; it does not assess an applicant or recommend a tenancy decision. Agents should review the response and make any decision themselves.
How the idea could work
Select an illustrative task to explore its proposed role. No workflow runs here.
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Collect the applicant, property, former landlord contact, and agent details needed to begin.
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Create a clear tracking record so the agent can see which references are awaiting a response.
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Send the former landlord the feedback form and associate their response with the correct request.
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After the configured waiting period, check whether the request is still pending and send a reminder when appropriate.
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Let the agent know when a reminder has been sent or the request has passed its escalation point.
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Attach submitted feedback to the matching request and flag any response that could not be matched or saved for a person to resolve.
Step 1 of 6
Submit a reference request
Collect the applicant, property, former landlord contact, and agent details needed to begin.
Proposed setup considerations
These are planning notes for the concept, not instructions for a currently available template.
- 01
Prepare the reference tracker
Create fields for applicant and property details, landlord contact, agent, response, and request status.
- 02
Set up the landlord feedback form
Choose the questions the former landlord should answer and confirm that each response can be matched to its request.
- 03
Choose message owners and wording
Set the sender, agent alerts, and clear email copy for requests, reminders, and follow-up.
- 04
Agree on reminder and escalation timing
Choose when to remind a landlord and when an agent should take over. The source example uses a 48-hour reminder and an escalation after 49 hours.
Read the prelaunch status
Published templates and verified customer availability remain pending.
A little help with the whole task
A little less busywork.
A little less busywork.
A little more room for you.
Explore the sample experience while launch details are being finalized.
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