Create Admin Report v2

This article shows you how to create a property admin report in the Luxury Property Software web portal. Also known as the Red report 🔴. This report can only be seen by staff members. Property managers receive these reports based on their subscription settings.

The New Admin Report is a comprehensive property management tool that allows staff members to document property visits, maintenance activities, and inspections. This report system ensures proper communication with property managers while maintaining detailed records of all property-related activities.

Caution

Access is restricted to Staff Members only. Learn more about access permissions in User Roles.

How to Fill Out the Homeowner Report

Note

Since the Create Admin Report button is located on the property page, the homeowners and address will be automatically filled out when the form opens.

Follow these steps to properly complete and submit the admin report:

1. Choose or Create an Activity (required)

Select a predefined activity or create a new one by following the Report Activities Guide.

Note

This field is mandatory. You cannot submit the report without specifying the activity.

2. Set the Admin Report Time

Use the time picker to enter how long the administrative tasks took (in hours and minutes).
Enter at least 15 minutes to proceed.

Note

This field is mandatory. You cannot submit the report without specifying the admin report time.

3. Add Notes and Photos

Document the property conditions:

a) Add Notes

• Use the rich text editor to write detailed observations.
• Include relevant measurements, timelines, or contextual information as needed.

b) Upload Photos

• Add supporting interior photos (JPEG, PNG, JPG; up to 5MB each).
• Optionally, add a note for each photo to provide more specific context.
• Photos are automatically organized by upload date.

4. Set the Report Status (Pass or Fail)

• If Pass, no extra notes required.
• If Fail, provide explanation, action items, and correction timeline.

5. Save Draft or Send Report

• Use Save Draft if incomplete or pending review.

• Click Send Report to finalize and trigger notifications.

Report Structure

Report Issuer

The system automatically assigns the currently logged-in user as the report issuer. This ensures proper tracking and accountability for each report.

Homeowner(s)

Automatically populated list of all registered homeowners linked to the selected property.
All listed homeowners will receive the report upon submission.

Activity Selection

Displays a required searchable dropdown of all predefined activities.
If you want to create or modify an existing option, related instructions are available in the Report Activities guide.

Admin Report Time

This field specifies the duration of the administrative report in hours and minutes.

• Use the up/down arrows to set the time.
• Format: HH:MM (hours:minutes).
• Minimum required: at least 15 minutes.

Property Address

Read-only field populated by the system based on the selected property.
Ensures consistency and prevents manual entry errors.

Notes

• Rich Text Editor: Full formatting capabilities including bold, italic, underline, and lists.
• Unlimited Text: No character limit for detailed descriptions.

Photos

• Multiple Upload Support: Add multiple photos to document exterior conditions.
• Supported Formats: JPEG, PNG, JPG.
• Recommended Size: Maximum 5MB per image for optimal performance.
• Organization: Photos are automatically organized by upload date.
• Notes Support: Photos can have their own notes to document specific information.

Report Status

Pass Status

• Select “Pass” when the property meets all standards.
• No additional notes required for passing inspections.
• Indicates satisfactory property condition.

Fail Status

• Select “Fail” when issues are identified.
• Mandatory Additional Notes: Must provide detailed explanation of failures.
• Action Items: Include specific steps needed to address issues.
• Timeline: Specify when corrections should be completed.

Saving and Submission Options

Save Draft

Network-Adaptive Functionality:

• Poor Network Connection: Automatically saves draft locally on device.
• Good Network Connection: Saves draft to server database.
• Purpose: Allows you to modify and complete the report later.
• Data Persistence: Draft is preserved until you’re ready to submit.

When to Use Save Draft:

• Report is incomplete.
• Need to gather additional information.
• Network connectivity issues.
• Requires supervisor review before submission.

Auto-Save Feature

The system automatically creates periodic backup copies of your work:

• Continuous Backup: Small copies saved as you work.
• Session Recovery: Return to your work if you exit unexpectedly.
• No Data Loss: Your progress is protected even without manual saving.

Send Report

Final Submission Process:

• Email Distribution: Automatically sends report to all registered homeowners.

• Database Storage: Complete report data is permanently stored in the system.

• Notification Trigger: Activates property manager notifications based on subscription settings. For more details about notification subscriptions, see the subscriptions settings .

• Audit Trail: Creates permanent record for compliance and tracking.

Best Practices

Photography Guidelines

• Lighting: Take photos in good lighting conditions when possible.
• Coverage: Document all areas mentioned in your notes.
• Quality: Ensure photos are clear and properly focused.
• Context: Include wide shots for context and close-ups for details.

Note-Taking Standards

• Be Specific: Include exact locations and detailed descriptions.
• Use Professional Language: Maintain professional tone throughout.
• Include Measurements: Provide dimensions when relevant for repairs or replacements.
• Timeline Information: Note when issues were discovered or work was completed.

Status Assessment Guidelines

• Pass Criteria: Property meets all required standards with no immediate concerns.
• Fail Criteria: Any issue that requires attention, repair, or follow-up action.
• Documentation Requirements: Always provide comprehensive notes for failed items.