Maintenance intake that captures urgency and approval authority
The intake captures the issue type, how urgent it is, and whether the requester can approve repair costs, plus photos of the problem, so you can see which requests need a technician dispatched today and which can wait for a routine visit.
Preview your maintenance coordination intake
Explore 6 questions from the Maintenance Coordination template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified maintenance coordination lead should tell you
Coordination of a repair or upkeep request on a managed property, capturing the issue type, urgency, occupancy status, and who has authority to approve the repair cost before a technician is dispatched.
- Best Describes Role Regarding
- Maintenance Issue Coordination
- Property Have Active Tenant
- Urgent This Maintenance
- Have Authority Approve Repair
- Property Being Managed By
The questions your team needs answered
Every maintenance coordination intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Which best describes your role regarding this property? | Knowing whether the requester is a tenant, owner, landlord, investor, or manager determines who actually controls the decision and budget for the repair. |
| What type of maintenance issue needs coordination? | Plumbing, electrical, HVAC, and structural issues carry more weight than cosmetic upkeep because they're typically costlier and more time-sensitive to coordinate. |
| Does the property currently have an active tenant living in it? | An occupied property changes the coordination logistics, since access, safety, and tenant notification all factor into scheduling a technician. |
| How urgent is this maintenance need? | Urgency level directly determines whether the request needs same-day dispatch or can be scheduled as routine work. |
| Do you have authority to approve repair costs for this property? | A yes here means work can move forward immediately, while a no means the request needs to route to whoever holds approval authority before scheduling. |
| Is the property currently being managed by another maintenance or management service? | If another service already manages the property, that changes whether this is a new client opportunity or a duplicate request to disregard. |
How Cliont scores maintenance coordination leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- Plumbing
- Electrical
- HVAC
- Appliance repair
- General upkeep or cosmetic
- Not sure
Urgency signals
- Structural or roofing
- Emergency, needs immediate attention
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Maintenance Coordination Lead
From first click to qualified lead
Follow buyers, sellers, and renters through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the inquiry
Smart questions adapt to their inquiry and capture the full scope.
They add photos
Property photos and details come attached, so you prep before the showing.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for maintenance coordination workflows
| Cliont capability | Maintenance Coordination application |
|---|---|
| Urgency-based routing | Requests marked as an emergency route differently than planned or exploratory requests, so a burst pipe doesn't sit behind a cosmetic touch-up in the same queue. |
| Approval-authority flag | When a tenant answers that they can't approve repair costs, the lead is flagged so you know to loop in the owner or landlord before scheduling work. |
| Trade-type tagging | Multi-select issue types like plumbing, electrical, or HVAC let you tag the request for the right vendor before it's even reviewed. |
| Duplicate-service detection | The question on whether another maintenance service already covers the property helps you avoid chasing a lead that's already being handled elsewhere. |
Example maintenance coordination lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Burst pipe in an occupied unit
An active tenant reports a plumbing emergency and marks it as needing immediate attention, which the intake flags as high-priority for same-day dispatch.
Tenant flags issue, can't approve cost
A tenant reports an electrical problem but answers no to having authority to approve repair costs, so the request needs the owner or landlord looped in before work starts.
Owner planning cosmetic upgrade
An owner submits a general upkeep request marked as planned with no rush, which the intake routes as lower urgency than an active repair need.
Property already under another service
The requester confirms the property is currently managed by another maintenance service, letting you spot overlap or a potential switch before committing resources.
Investor coordinating pre-listing repairs
An investor with no current tenant needs HVAC or structural work completed on a vacant property, a distinct mix of occupancy and role answers from a live tenant complaint.
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- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
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- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More property management intake templates
Maintenance Coordination lead-intake FAQs
How does the intake tell an emergency repair from a routine one?
The urgency question separates emergency, near-term, planned, and just-exploring requests, so a burst pipe surfaces differently than a cosmetic fix with no rush.
Does the intake check who can actually approve the repair cost?
Yes, it asks directly whether the requester has authority to approve repair costs, which matters most when a tenant reports an issue but the owner controls the budget.
What happens if the property is already handled by another service?
The intake asks whether another maintenance or management service currently covers the property, so you can spot overlap before spending time on a lead that's already served elsewhere.
Does the intake capture whether the unit is occupied?
Yes, it asks if the property currently has an active tenant, which affects both urgency and how you coordinate access for the technician.
How are different trade types like plumbing versus cosmetic work weighted?
Plumbing, electrical, HVAC, and structural or roofing issues carry more weight than general upkeep or cosmetic requests, reflecting the higher cost and urgency typically tied to those trades.
Can the intake tell owners, landlords, tenants, and investors apart?
Yes, the requester selects their role first, so a tenant reporting damage is treated differently than an owner or property manager submitting a planned repair.
Turn maintenance coordination visitors into qualified deals
Give every maintenance coordination visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you spend a Saturday showing.