Every unit, playground and property walk in one system, with repair lists that build themselves.
We keep client names private. This page covers what we built for the co-op and how it runs.
At a glance
Client name kept private
A housing co-op runs on inspections. Every unit gets an annual walk-through, plus move-in and move-out checks. The playgrounds need a monthly safety check. Fences, outdoor taps and property lights get walked on a schedule. Every year the furnaces and hot water tanks are inspected, and each household has to be told in writing first.
All of it lived on paper. Forms were photocopied, filled in by hand, filed in binders and retyped when a repair list had to go to a member. When the board asked which units still had open repairs, someone had to flip through a stack.
Annual, move-in and move-out inspections, including a second and final move-out check. Every room is covered, from the exterior front to the basement, with the co-op's own condition codes: OK, missing, damaged, leaking, needs cleaning and so on.
Each item is marked as the member's job or the co-op's job, so the repair list for a unit builds itself. Re-inspections switch on a second column, so before and after sit side by side.
A pass, fail or N/A safety checklist for each playground and the multi-use court. Rear fences, outdoor taps and exterior lighting are organised street by street and unit by unit, with a site plan for the lights.
Furnace and hot water tank notice letters print on the co-op's letterhead once the date and window are filled in. A smoke and CO detector declaration takes a typed member sign-off, matching the co-op's fire-safety by-laws.
The maintenance manager picks a form, walks the unit or the property, and taps through it. Anything marked as the member's responsibility is ready to go out as a repair list. Re-inspections reopen the same record, so nothing gets retyped. The administrator prints what needs a paper copy and keeps everything else digital.
Staff didn't have to learn a new way of inspecting, only a faster way of recording it.
The co-op owns the system and all of its data. We keep it running and add new forms as they come up.
See also property management and co-ops and workflow automation.
Book a call and we'll show you the inspection system and what we'd build first for your buildings.
