A plumber is scheduled for 8 AM. The morning maintenance tech knows, but the overnight security guard doesn't, and refuses entry because the plumber isn't on their list. The plumber leaves. The tenant's kitchen remains flooded for another day. The property management company gets a 1-star review.
The vendor coordination failure
Property management involves constant vendor traffic. Plumbers, electricians, HVAC techs, pest control, landscapers, inspectors. Each visit requires access (keys, codes, tenant notification), timing coordination, and follow-up. When this information doesn't flow between shifts, vendors arrive to locked doors, tenants aren't notified, and jobs don't get done.
Vendor handoff checklist
- Who's coming: Vendor name, company, contact number.
- When: Expected arrival time and estimated duration.
- Why: Work to be performed, which unit/area, related work orders.
- Access requirements: Key needed, code for entry, tenant at home or vacant unit, security notification.
- Tenant notification: Has the tenant been informed? Any access restrictions (pet in unit, work from home, etc.)?
- Follow-up needed: Post-work inspection required? Second visit scheduled? Invoice expected?
Never miss a vendor visit
ShiftVoice ensures vendor visits are documented in the shift handoff with all access details and assigned to the appropriate shift. The overnight security team sees which vendors are expected. The morning maintenance team knows what work was completed yesterday. Nobody turns away the plumber. Learn more about ShiftVoice for property management.