“A repair request moves through texts and email while residents, owners, and vendors each wait for a different update.”
→
After
One request record shows the owner, approval status, vendor task, and next update promised to the resident.
Celebration workflow guide
Map the approval and vendor handoff first
Celebration property work may involve a resident, an owner, a manager, and an outside vendor. The useful local workflow is the one that makes each handoff and promised update visible.
Review a handful of recent repairs and mark where the request waited without an owner.
Separate emergencies from routine work and document who can authorize each type.
Choose the status updates residents and owners actually need before adding more dashboard fields.
Start with one team and its current vendor process; add more properties after the exception path is reliable.
Maintenance coordination
Every request has an owner, a vendor, and a clock
Sample data
Coordination
Today, Alina
Sample data
Open requests4
Resolved under 48h71%
Past 48 hours1
Open requests
Request list
Common area — hallway lightRiverbend Flats
2 days ago
Lighting repairEst. $90
Resolved
Verified complete
Unit 7A — AC not coolingRiverbend Flats
3 days ago
HVAC repairEst. $1,450
Overdue
Escalate — past 48 hours
Unit 4B — no hot waterMaplewood Court
Today 7:10 AM
Water heater failureEst. $780
Vendor dispatched
Vendor arriving by 2 PM
Unit 12 — dishwasher leakMaplewood Court
Yesterday 4:20 PM
Appliance leakEst. $240
Triaged
Dispatch in-house maintenance
Switch to the owner view, approve a request above the reserve, and watch it move to dispatch.
Who this is for
Built for the way your industry actually works
Celebration property managers and service teams coordinating resident requests, owner decisions, and vendors.
Residential property managementTenant requests, owner approvals, and vendor dispatch in one flow.
Commercial property managementCoordinate building systems, vendors, and tenant obligations.
HOA & community managementRoute common-area requests to the right board approval.
Short-term rental operatorsTurnovers and urgent fixes between back-to-back stays.
Single-family portfoliosOne board across scattered properties and many owners.
Facilities teamsIn-house maintenance with the same request and approval discipline.
How it runs
The workflow, end to end
Fits: Celebration property managers and service teams coordinating resident requests, owner decisions, and vendors.
Capture the request with location, urgency, photos, and a contact method.
Route it to the manager for triage and any required owner approval.
Assign a vendor and record the scheduled visit or blocker.
Close the loop with a resident update and a documented resolution.
Smallest useful first version: One property or portfolio segment, request intake, manager triage, and vendor status updates.
Under the hood
Technical approach and how success is measured
Role-based portal separating coordinator, owner, and vendor access
Request records tied to property, unit, tenant, vendor, and cost approval
Threshold rules that route spending decisions to the right owner automatically
Resolution-time tracking with aging alerts on stalled requests
Accounting and property-management integrations added after the core flow is proven
Measured by: Median time from request to resolution · Percent resolved within 48 hours · Hours per week spent coordinating by email and text
Common Questions
Does the portal replace property management software?
Usually not. It can coordinate the handoffs around a request while the existing property system keeps the formal record.
How should urgent requests be handled?
Define an emergency path and human escalation rule before using the ordinary queue for routine work.
What should residents see?
A clear acknowledgment, current status, the next expected update, and a direct way to contact the responsible team when the situation changes.
Start here
See this built with your tools and rules
The free AI Workflow Audit maps your version of this and finds the smallest build that proves value.