Job lifecycle
Jobs move through the following stages:| Stage | What it means |
|---|---|
| New | Job has been created and is awaiting assignment |
| Assigned | A contractor has been selected |
| In progress | Work is under way on site |
| Complete | The contractor has finished and submitted completion details |
| Closed | Management has reviewed and financially closed the job |
| Archived | Job is read-only and removed from active views |
Creating a job
Open the job form
Navigate to Jobs in the sidebar and select Create Job. Staff and agents can create jobs; contractors, landlords, and tenants work with jobs that have been created for them.
Set status fields
Choose the Priority, Status, and Job Type for the new job. These three fields are required before the job can be saved.
- Priority — sets urgency (e.g. Urgent, High, Normal, Low) and determines which SLA target applies.
- Status — the starting point in the workflow, usually “New”.
- Job Type — categorises the work (e.g. Plumbing, Electrical, General Maintenance). Selecting a job type can pre-fill the description from a saved template.
Write the job description
Enter a Job Title and use the rich-text editor to write a full Job Description. You can format text, add bullet points, and paste content from other sources.
Set the property address
Search for or enter the property address. The postcode and address line appear in the job header bar so anyone viewing the job can see the property at a glance.
Assign the job
Select the Agent responsible for managing the job, and optionally assign a Contractor. Use the contractor coverage map to find the right contractor for the location before returning to this form.
Link tenants
Search for and attach one or more tenants associated with the property. Tenant contact details are stored in their own record and linked to the job — you do not need to re-enter them here.
Add financial details
Switch to the Financial tab to enter budget figures, VAT, and any invoice or quote reference numbers relevant to this job.
Job types and priorities
Job types group work by trade or category and can carry document templates and title suggestions. Your administrator configures the available types for your organisation under Settings → Job Types. Priorities determine urgency and link directly to your branch’s SLA targets. Urgent jobs have shorter SLA thresholds than Normal or Low priority work.SLA tracking
PropOps measures the time between job creation and completion against the SLA target configured for each branch and priority level.- The current SLA status is visible on the job card and in the jobs list.
- When a job is approaching its deadline, warnings appear in the interface and automated alerts are sent to the relevant staff.
- Once the deadline passes, the job is marked as an SLA breach — this is recorded in the audit log and surfaced in branch performance analytics.
Approval gates
Some jobs require a management sign-off before they can progress past a particular stage. When an approval gate is active on a job:- The job pauses at the gate until an authorised staff member reviews it.
- The reviewer can approve the job (it advances to the next stage) or reject it (it stays at the current stage, with a note explaining why).
- The decision and the reviewer’s identity are recorded in the audit log.
Amendment requests
Contractors and agents can propose changes to specific job fields without having direct edit access to the full job form.Submitting an amendment request
Submitting an amendment request
Open the job and select Amend from the toolbar. Choose the field you want to change, enter the value you are requesting, and provide a reason. Your request is sent to the assigned staff member for review.
Reviewing amendment requests (staff)
Reviewing amendment requests (staff)
Amendment requests appear in your notifications. Open the request to see the current value, the proposed value, and the requester’s reason. Select Approve to apply the change immediately, or Reject and add a note explaining your decision. The requester is notified of the outcome either way.
Recalls
A recall reopens a completed job because the original work was not satisfactory or further work is needed.Raising a recall
Raising a recall
Open the completed job and select Recall Job from the Actions menu. Enter the reason the job needs to be reopened — this reason is visible to the contractor and logged in the audit trail. The job is flagged as a recall and appears in the Recall Jobs view at Jobs → Recalls.
Completing a recall
Completing a recall
Once the follow-up work is done, open the recalled job and mark the recall as complete from the Actions menu. Enter a completion reason to close the recall loop. The job returns to its normal completed state and the recall is recorded in the history.
Cancelling a recall
Cancelling a recall
If a recall was raised in error, you can cancel it instead of completing it. Select Cancel Recall from the Actions menu and provide a reason. The job is returned to its previous state with no completion record attached.
Remedial jobs
A remedial job is a new job created specifically to address defects or follow-on work from an originating job. Open the original job and select Actions → Further Works. PropOps pre-fills the new job form and automatically links it back to the original. This link is visible on both jobs so you can trace the full history of work at any property.Case notes
Case notes are the running record of everything that happens on a job — messages, updates, site observations, and email replies.Writing a note
Open the Case Notes panel (a fixed sidebar on desktop, a dedicated tab on mobile) and type your note in the rich-text editor. You can format text, add links, and include inline images. Notes are encrypted at rest and only accessible to users with access to the job.Attachments
Attach photos, videos, or documents directly to a case note. Uploaded videos are processed and stored automatically. The total attachment count appears as a chip in the job header bar.Email threading
When PropOps sends a notification email about a job, any reply to that email is automatically linked back to the job and added as a new case note. You can respond by email and the full thread stays inside the job record — no copy-and-paste required.Pinning notes
Staff can pin a case note to make it prominent. Pinned notes appear at the top of the panel and are highlighted so critical information is never missed. Select the pin icon on any note to toggle it.Document management
Every job has an Attachments tab where you can store PDFs, images, signed contracts, or any other files related to the job.- Supported types: PDF, JPG, PNG, DOC, DOCX, XLS, XLSX, TXT, ZIP.
- Maximum file size: 20 MB per file; up to 10 files per upload batch.
- Documents are stored securely outside the public web root with randomised file names.
- You can view, download, or remove documents from the Attachments tab at any time.