Maintenance System — Request, Receive & Track

What is the Maintenance System?

The maintenance system in Raghdan is an integrated system that connects the tenant who requests maintenance, the owner/marketer who receives and manages requests, and the service provider (technician) who executes the work. Each request gets a unique number (e.g., RG-001234) for easy tracking and communication.

First: How Does a Tenant Request Maintenance?

From the Tenant Portal in their account, the tenant can submit a maintenance request by following these steps:

1. 1
   Enter Tenant Portal from the dashboard in their profile
2. 2
   Click "Request Maintenance" — a request submission window will open
3. 3
   Fill in the details:- Request title — Brief description of the problem (e.g., "Water leak in bathroom")- Description — Detailed explanation of the problem- Category — Select maintenance type: plumbing, electrical, HVAC, carpentry, painting, general maintenance, etc.- Priority — Urgent, medium, or low- Photos (optional) — Upload photos showing the problem
4. 4
   Click "Submit Request" — A unique request number is created and a notification is sent to the owner

Note: The property and unit are determined automatically from the tenant's linking data — no need to select them manually.

After submission, the tenant can track their previous requests with the status of each.

Second: How Does the Owner/Marketer Receive Requests?

From the Property Management dashboard (/amlak/) → "Maintenance" section in the sidebar:

1. 1
   Receive notification of a new maintenance request (the number appears next to the maintenance icon in the menu)
2. 2
   Open the request — See all details: description, photos, tenant, property, unit, priority
3. 3
   Change status according to the stage:- New → Request received- In Progress → Technician or service provider assigned- Completed → Repair done- Closed → Completion confirmed
4. 4
   Assign technician/service provider — If the maintenance provider system is enabled, select the appropriate technician based on specialization
5. 5
   Record cost — After completing maintenance, enter the repair cost and invoice

Request Timeline

Each maintenance request goes through a clear path that both tenant and owner can see:

Step 1: Request submitted — with unique request number (e.g., RG-001234)

Step 2: Reached owner/marketer — request received and reviewed

Step 3: Forwarded to maintenance department — technician or service provider assigned

Step 4: Maintenance completed — request closed

Each step has a date and time of execution — the tenant sees the full path from their portal.

Maintenance-Accounting Integration

When recording maintenance costs, they are automatically registered as expenses in the accounting system:

• Appear in the expenses list
• Reflected in income statement and cash flow
• Linked to the relevant property and unit

Unique Request Number

Each maintenance request gets a unique easy-to-read number starting with RG- followed by a sequential number (e.g., RG-001234). This number facilitates communication between tenant and owner — "I sent you request number RG-001234".

Important Notes

• The tenant can only submit maintenance requests if linked to a unit via the Tenant Portal.
• The owner receives instant notification when any new request arrives.
• Attached photos help the technician identify the problem before the visit.
• Maintenance costs are automatically recorded in accounting.

Common Issues

• Tenant can't find maintenance request button: Make sure they are linked to a unit via the Tenant Portal.
• Request doesn't appear for owner: Wait a few seconds — the notification arrives instantly.
• Want to track request number: The number appears immediately after creating the request and can be copied.