How to Register & Create an Account
- Open https://maintenanceprolog.com or launch the mobile app.
- On the Sign In screen, click
Register New Account.
- Enter your Full Name, Work Email Address, and a secure Password (minimum 6 characters).
- Select your primary role (Caretaker or Maintenance Tech) and assigned Property.
- Tap
Create Account. You will be signed into the portal immediately!
Forgot Password & Login Recovery:
If you forget your password, tap Forgot Password? on the login screen, enter your email, and click Send Reset Link to receive an instant password reset link.
Installing & Syncing the Portal
Web Access: Open https://maintenanceprolog.com on any smartphone or computer.
📱 iPhone / iPad Setup (Safari PWA):
- Open Safari and visit
https://maintenanceprolog.com
- Tap the Share button (box with upward arrow)
- Select Add to Home Screen -> Tap Add
🤖 Android Setup (Native APK & PWA):
- In Settings, tap Join Tester and Install (Must Tell Admin To Register First) to join the Google Play testing track and install the app.
- Or tap ⋮ Menu -> Add to Home Screen in Chrome.
How to Fetch App Updates:
Tap Purge Local Cache & Sync App in Settings whenever a new update is released to reload fresh code instantly!
Administrator Complete Master Manual
👥 User Management & Role Assignments:
- Open
User Management tab. View all users, roles, emails, and assigned properties.
- Add User Manually: Click
Add New User -> Enter Name, Email, Password, Role (Admin, Manager, Caretaker, Maintenance Tech), and Property -> Click Save User.
- Edit User Role: Click
Edit Role on any user row -> Select new role -> Click Save Changes.
- Delete User: Click red
Delete User button -> Confirm in modal to permanently remove credentials.
🏢 Property Geofencing Configuration:
- Open
Property Management tab -> Click Add New Property.
- Input Property Name, Property Code (e.g.,
OAK), Street Address, Geofence Radius (default 200m), and Latitude/Longitude.
- Click Save Property. Geofence verification and map markers populate automatically.
📑 Payroll & Report Exports:
- Open
Reports & Export tab -> Select start and end date range.
- Filter by Property or User.
- Click
Export DOCX Summary for Word doc, Export Excel Sheet for spreadsheet, or Print PDF View for PDF rendering.
Manager & Live Map Dispatching
🗺️ Live Map Tracking & Worker Popups:
- Open
GPS & Dispatch Map tab. Active workers appear as colored markers (Green = On-Site, Orange = In Transit, Cyan = Store Visit).
- Click any marker to open Worker Popup Card (shows status, duration, location).
- Click
View Full Shift & Clock-In Info to open full Worker Details Modal (shows claimed tickets & shift notes).
🚀 Dispatching Work Orders from Map:
- On worker popup card or details modal, click
Dispatch Work Order.
- The Dispatch Work Order Modal opens listing open tickets. Use Filter by Property dropdown to narrow tickets.
- Click green
Dispatch button next to target ticket.
- The tech is assigned, ticket status becomes
In Progress, and app draws a live GPS driving route line to the building!
🛰️ GPS Presence Audits:
- Open
GPS Audits -> Historical Presence Audits. Active shifts stay pinned at top with pulsing 🟢 IN PROGRESS badge.
- Click
Audit Trail Map on any log to inspect breadcrumb route map, timestamps, and distance pins.
Caretaker Daily Operating Manual
🕒 Step-by-Step Clock In:
- Open
Dashboard & Shift -> Select Property dropdown -> Enter Unit # (optional).
- Select Work Category (Grounds & Cleaning, Unit Turnover, Building Inspection, Upkeep).
- Type Shift Planned Task Notes -> Click green
Clock In.
- System verifies your GPS location against building geofence and displays a locked status bar notification banner.
📋 Unit Turnover Checklists:
- Open
Turnover Checklists tab -> Click New Turnover Inspection.
- Select Property & Unit # -> Check off items across Kitchen, Bathroom, Living Rooms, Locks & Entry.
- Type damage notes, attach photos, and click
Save & Complete Inspection.
🛑 Step-by-Step Clock Out:
- Open
Dashboard & Shift -> Review total shift duration -> Type final Completion Notes.
- Click red
Clock Out button -> Confirm. Background GPS stops automatically.
Maintenance Tech Operating Manual
🎫 Claiming & Unclaiming Work Orders:
- Open
Work Orders & Task Tickets tab -> Click Unassigned tab.
- Click blue
Claim Ticket to take ownership of a ticket.
- Unclaiming (Handoff): If you cannot complete an assigned ticket, open
My Tickets -> click yellow Unclaim button. Ticket returns to open pool!
🛠️ Photos, Notes & Completing Tickets:
- Click
View Details / Update on assigned ticket -> Click Start Work.
- Click
Attach Photo -> upload Before repair photo -> perform repair -> upload After photo.
- Type repair notes and supply parts used -> Click green
Complete Ticket.
🏬 Auto Supply Store Visits (HD Supply, Menards):
When traveling for parts, GPS auto-detects supply store location. Your map status updates to Store Visit (HD Supply) automatically with zero manual steps!
GPS Tracking & Presence Audits
GPS tracking runs ONLY while you are clocked in. It logs periodic breadcrumb points when moving >15m (~50 ft) or visiting supply stores (HD Supply, Menards).
Managers can click Audit Trail Map in Historical Presence Audits to inspect live shift routes and pin timestamps.