Target Persona: JMB/MC committee member, property manager, or building management company managing residential condominiums or mixed-use developments.
Your Scenario
You manage a residential property or development. Residents report complaints. You coordinate maintenance contractors. You need to show AGM reports to residents/owners.
Step 1: Create Org
Select industry = property. Explain auto-seeded items same as facility but with property context. Emphasise using the Helpdesk Portal for residents — residents can scan a QR code and report issues via a web form without needing a Resident account.
Step 2: Set Up Your Property
Rename "HQ" to your property name (e.g., "Taman Desa Heights"). Add blocks/phases as separate sites if needed. Add GPS coordinates for each block.
Step 3: Map Your Facilities
Add common facilities: Swimming Pool, Gym, Guardhouse, Management Office, Playground, Car Park, TNB Room, Water Tank, Pump Room. QR code the critical ones — residents and staff can scan to report issues or log maintenance.
Step 3b: Set Up Security Patrol (Optional)
For guardhouse and perimeter security: create patrol routes with QR checkpoints at key locations (guardhouse, car park entrances, pool area, rooftop). Guards scan to verify rounds — GPS-stamped check-ins prevent fake logs.
Step 4: Invite Team + Residents
Staff: Manager + Supervisors + Operators as usual. Residents: Recommend using the Helpdesk Portal instead of creating resident accounts. Explain how the Helpdesk flow works: Set up Helpdesk QR code in common areas → Resident scans and submits issue via web form → Manager gets notified → Assign to maintenance team.
Step 5: Resident & Staff Workflow
Residents can easily report issues using the Helpdesk link or via WhatsApp if they have an account. Staff send regular work updates via WhatsApp.
Step 6: Reports for AGM & Dashboard Analytics
Generate monthly/quarterly overall reports. Use detailed reports with photos as evidence for AGM presentations. Check your analytics on the dashboard.
Optimise Your Usage
- ✅ Enable auto-acknowledge so residents get instant confirmation when they report.
- ✅ Enable watermark with timestamp for all maintenance photos (contractor accountability).
- ✅ Use issue severity levels: Critical for safety, High for common area, Medium for cosmetic, Low for suggestions.
- ✅ Set up inspection templates for recurring checks: monthly pest control, quarterly fire drill, annual lift certification.
- ✅ Set up patrol routes for security guards — QR checkpoints with GPS verification.
- ✅ Create PM schedules for common area equipment (pumps, generators, lifts).
- ✅ Consider upgrading to Advanced for SLA tracking — show residents your response time commitments.
- ✅ Stay Alert: Enable WhatsApp notifications for issues assigned to your team (Note: out-bound notifications consume Laksana credits).
- ✅ Automate Workflows: Set up auto-assignment rules based on categories, and configure SLA escalations to stay on top of issues (Advanced plan feature).