Purpose
The “Maintenance contracts” screen lists the co-ownership contracts (lift, heating, cleaning, insurance, and others) with their expiry date, notice period, and renewal terms. A second tab, “Mandatory inspections”, tracks periodic inspections such as the lift, boiler, or fire extinguishers.
A daily process prepares the necessary tasks, in order that the notice period of a contract or the deadline of an inspection is never inadvertently missed.
Where to find it
- Co-ownership
- Maintenance contracts
Tabs “Maintenance contracts” and “Mandatory inspections”.
Steps
- Click on “New”, choose the “Co-ownership”, then fill in the “Subject”, the “Type”, and the supplier.
- Indicate the “Starts”, the “Ends”, the “Notice, days”, the “Tacit renewal”, the “Renewal period (months)”, and the “Annual amount”, and then save.
- Open the “Mandatory inspections” tab and create each inspection with its “Type”, its “Frequency (months)”, the associated contract, and the date of the “Last done”.
- When an inspection has taken place, click on “Inspection done” in order to recalculate the next due date and close the open tasks.
Good to know
- The “Notice by” column calculates the termination deadline based on the end of the contract and the notice period.
- Every morning, a task is created when the notice date of a contract or the deadline of an inspection falls within 30 days.
- Upon expiry, a tacitly renewed contract is extended by its renewal period, or otherwise switches to the “Ended” status.
- Past due dates are displayed in red in the list of inspections.