Repairs appointment management overview

On allocating an inspector to an inspection, or issuing a works order to a contractor, an appointment is raised. The target date of the appointment is driven by the priority assigned to the repair. Suitable contractors are then selected based on their availability. Typically, contractors are linked to a diary which is created within Civica Cx Housing, holding all existing bookings and other periods of unavailability. The target date for the appointment then drives the most appropriate selection for the contractor and optimum free slot, ascertained directly from their diary information. Appointments fall into two distinct categories:

• A slot based appointment comprising a number of adjacent, equal time periods; the duration of an appointment can therefore be a minimum of one slot or any number of consecutive slots that most closely match the time required.
• A time based appointment for the exact time required for the inspection or repair, which is more flexible and can potentially reduce resourcing costs.

Where the arranged appointment exceeds the inspection target period, an Override reason must be provided. Naturally, booked appointments can be re-scheduled prior to fulfilment of the service, to accommodate situations such as out of stock materials required for the repair, the late completion of dependent tasks, a booking cancellation initiated by the tenant due to unforeseen circumstances, etc.

Separate help articles have been created for each key aspect of repairs appointment management, including:

• To view a repair appointment
• To cancel a repair appointment
• To rearrange a repair inspection appointment
• To rearrange a repair order appointment