Apex Property
Operations
A Salesforce system for managing property records, maintenance workflows, and operational visibility — all in one place.
The Problem Being Solved
Property management teams deal with multiple moving parts at once — tracking properties, logging maintenance issues, assigning work, and following up on repairs. When managed through disconnected spreadsheets, emails, and separate systems, it becomes harder to monitor progress, maintain data accuracy, and respond quickly.
Duplicated Records
Without a central system, the same issue can be logged multiple times with no clear owner.
Delayed Responses
Assigning and resolving maintenance issues takes longer when work is tracked manually.
Limited Visibility
Managers lack a clear view of outstanding work, workload distribution, or completion rates.
Missed Follow-ups
Without automated tracking, tasks fall through the cracks and issues go unresolved.
Bring all property and maintenance activity into a single, structured system
To create a Salesforce-based solution that helps a property operations team manage properties and maintenance workflows more efficiently through custom objects, automation, and reporting.
Who Uses the System
Property Operations Staff
Manage property records and oversee all maintenance activity across the portfolio.
Maintenance Coordinators
Log requests, create work orders, assign tasks, and monitor progress to completion.
Technicians & Contractors
Carry out assigned work and update individual service tasks as they are completed.
Management
Review performance, workloads, and outstanding maintenance issues via reports and dashboards.
Key Objects
The solution is structured around a clear hierarchy of objects that mirror the real-world operational process.
| Object | Type | Purpose |
|---|---|---|
| Property | Custom | Central record for each managed property — all activity links back here |
| Maintenance Request | Custom | Captures an issue reported against a property, including type, priority, and status |
| Work Order | Custom | Manages the actual repair or maintenance job linked to a request |
| Service Task | Custom | Individual actions required to complete a Work Order, tracked separately |
| Account | Standard | Represents organisations such as managing agents or contractors |
| Contact | Standard | Represents individuals including owners, tenants, and staff |
How It Works
The system supports a clear end-to-end process — from property record creation through to completed maintenance and operational reporting.
Property Record Created
A property record is created and maintained in the system, forming the anchor for all related activity.
Maintenance Request Logged
When an issue is reported, a Maintenance Request is logged against the relevant property with type, priority, and description.
Work Order Created
A Work Order is created to manage the repair or service activity, assigned to a technician or contractor.
Work Broken into Service Tasks
Where needed, the Work Order is broken into individual Service Tasks for structured, traceable completion.
Status Tracked Throughout
Staff track status, assignments, and completion dates as work progresses through the system.
Reported and Reviewed
Reports and dashboards provide visibility into open requests, overdue work, and operational performance.
What Users Need to Do
Five core use cases define the functional scope of the system.
Log a Maintenance Request
Create a Work Order
Complete Work via Service Tasks
Monitor Workload & Performance
Manage Property Records
Needs in Their Own Words
I want to log a maintenance request against a property so that all property issues are tracked in one place.
I want to create a work order from a maintenance request so that repair work can be assigned and monitored.
I want to see the service tasks linked to a work order so that I can complete work in a structured way.
I want to view reports on open maintenance requests and work order statuses so that I can monitor workload and service performance.
What This Delivers
Improved organisation of property and maintenance data
Reduced reliance on manual tracking and spreadsheets
Increased visibility of active and completed work
More efficient job assignment and follow-up processes
Foundation for future automation and scalability