Maintain an owner's record of building repairs, inspections and follow-ups across staff and contractor handovers. Enter reported work in your individual account so the next conversation starts with the history, not a search for the last person.
An easy place to keep what happened, what it cost and what needs attention next.
Keep an owner's dated record of reported work and outstanding issues. The owner can use that history to brief the next caretaker without sharing credentials or transferring the account.
In Add New Asset, use a Name such as 48 Alder Street entry door closer. Choose the appropriate Category, enter the address or equipment position in Location and put identifying details in Description. Check the remaining asset fields and choose Add Asset. Use the same property naming consistently for other equipment.
Open the asset and choose Schedule Maintenance. Enter an Activity Name and record who reported the work, what was done and any unresolved finding in Description. Set Start Date and End Date to the reported work dates. For an adjustment already performed, choose Completed, leave Repeat at Does not repeat, review any known cost and choose Add Activity. A completed adjustment does not mean the remaining fault is resolved.
Choose Schedule Maintenance again for the next check. Describe the outstanding issue, set the intended Start Date and End Date and choose Planned, then review and choose Add Activity. For example, keep a Friday check for a door that still catches separate from the completed adjustment. Use Add Cost for separate expenses only after checking that the same amount is not already included in completed maintenance.
Use the asset's Maintenance tab to review planned and completed activities. Choose Start when work begins and Complete when an in-progress activity is finished. Edit the activity description and Save to capture the reported outcome, including any fault that remains. Review Costs for recorded expenses; a follow-up date alone is not evidence of a successful repair.
Ask Guardian, What was last done to the entry door closer at 48 Alder Street? Also ask about recorded follow-ups for that property. Include the address and equipment name to distinguish similar systems. Use the saved dates, findings and next steps to brief the new caretaker yourself. Missing reports must still be supplied by a person.
Tell Guardian which property and asset the report concerns, who reported it, the work date, the finding and the requested follow-up. Check each proposed action, especially the distinction between completed work and planned follow-up. Edit or reject incorrect details, choose Approve & commit only when ready, and check the asset's saved history afterwards. Continue recording later reports in the owner's individual account.
Staff invitations, shared permissions and ownership transfer are not available. Do not share account credentials. These owner-held notes do not certify inspections, verify contractor work or replace legally required records; retain required reports and seek qualified safety or compliance advice.
Log in to HouseFlowA small, useful record makes it easier to pick things up again when the day gets busy or the person changes.
Keep a durable reference in your own account as staff or contractors change. You can use the recorded details to brief the next person; this is continuity of the owner's records, not a shared workspace or transfer of account ownership.
Illustrative caretaker report: “Entry door closer adjusted today; the door still catches.”
The owner enters the caretaker's report in the owner's account and reviews the proposed record. The caretaker does not need or receive access to that account, and this page does not recommend sharing credentials.
HouseFlow records currently belong to an individual account. Separate accounts do not share records; staff invitations and shared permissions are not available. Review Guardian's proposed changes before choosing to save.
Keep the owner's account as the place where reported work is recorded. Include the property, asset, date, finding and next step, then review the proposed entry. When staff change, the owner can retrieve that history to brief the next person.
No. Records belong to an individual account, separate accounts do not share them, and staff invitations or team permissions are not available. Future team access is not currently available. The owner records staff reports; do not share account credentials.
No ownership-transfer workflow is implied. Backups or exports, where available, are copies of information, not a transfer of account ownership or shared access. This workflow is for an owner retaining records while staff change, not for migrating a property to another person's account.
No. HouseFlow helps organize the maintenance information you provide. It does not certify inspections, verify contractor work, replace legally required records or provide tenant administration and work-order dispatch. Keep required reports and use qualified advice for safety and compliance decisions.
Keep service dates, repair details, provider names and recorded costs connected to each asset. Ask Guardian for the history you have entered before booking the next visit.
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Explore this use case →Start with the assets you care for. Add a note when something happens, then ask Guardian when you need the history.
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