Buildium Task Lifecycle – Emergency Request | 3PM
3PM

Buildium Task Lifecycle

Emergency Request (Category 1 of 16)

Purpose

  • Every task shows DACI proof (Driver / Approver / Contributor / Informed).
  • Everything is documented and audit-ready.
  • Easy to review, analysis, and improve.
  • Easy for everyone to follow (training-friendly).

Lifecycle SOP (Short + Clear)

Use this when safety/property risk requires immediate dispatch. Document everything after stabilization.

Driver (Assignee)
On-duty Property Manager
Owns task end-to-end and closes it.
Approver
Landlord (cost) + Managing Broker (risk)
Approval required when threshold applies.
Contributors
MCC + Emergency Vendor
Dispatch, job report, invoice.
Informed
Landlord + Tenant + CEO (if needed)
Updates logged in Buildium.

Task Cycle (Emergency Request)

Follow these steps in order. Dispatch first, then complete documentation.

  1. 1) Task Created (Naming Consistency)
    Create/rename task to match company standard: [Address] – Emergency Request – [Issue]
    Required fields: Property, Priority=Emergency, Due date = next action, factual description.
  2. 2) Categories / Sub-Categories

    Select the preset sub-category (Water / Fire / Gas / Power / Security / Sewer). Categories are used for reporting and benchmarking.

  3. 3) Triage (Emergency) – Dispatch Immediately
    • Confirm immediate risk (safety/property damage).
    • Dispatch emergency vendor per vendor order list (do not delay).
    • Collect photos/videos if available (or request after stabilization).
  4. 4) Assign Ownership + Collaborators (DACI)
    • Driver = Assignee (on-duty PM) and must close the task.
    • Add collaborators when involved (e.g., Jody for billing, MB for compliance/approval).
    • Record Approver clearly (landlord + MB if required).
  5. 5) Communication (Updates)
    • Log key updates inside the task (facts only).
    • Buildium + Email are official records (text/WeChat is convenience only).
    • Set due date to the next action (quote due, access booked, approval pending).
  6. 6) Inform & Approval (Proof Required)
    • Landlord informed after dispatch; approvals captured in writing.
    • If expected total cost is over $500, obtain written landlord approval as required by agreement terms.
    • Record approval clearly in task comments (date/time + method).
  7. 7) Work Order (Quote) + Work Session (Time Spent)
    • Create/attach work order details: vendor, scope, price, access plan.
    • Record internal time spent (short notes) for review and improvement.
  8. 8) Getting Approval (Final Confirm)

    Confirm landlord approval for any cost/scope beyond authority. Silence is not approval.

  9. 9) Job Report (Action Completed) – Review Gate
    • Upload job report and before/after photos.
    • If licensed/high-risk, assign to PM/Managing Broker/CEO for review as required.
    • Record outcome: what was fixed and when.
  10. 10) Invoices (Closed)
    • Upload invoice and confirm it matches approval/work order.
    • Landlord notified of completion and cost summary.
    • Close task only when the right-bar checklist is fully satisfied.
© 3PM Real Estate Services Inc. Internal Training Draft. Use Buildium as the official record.