The HOA Messenger Jobs feature will allow your HOA to record and track the completion status of your community’s work requests. Residents can also be queued into a work request to receive automated updates whenever the job status changes. Users can access and use the Jobs features in their Manager profiles through the Web / Desktop App or the Mobile App.
Jobs Feature on the Desktop / Web App
Step One: Click on “Jobs” & then Click “Create Work Order”
Step Two: Select a HOA
Select the HOA you want to send a work order for.
Step Three: Give Your Work Order a Name & click “Select a Vendor”
After you select a HOA, give you work order an easily recognizable name.
Step Four: Select the Vendor you wish to send a Work Order to
Select the Vendor you wish to send a work order to. To get your vendor list started, you can invite your Vendors to join the HOA Messenger App or you can create a Vendor Profile for each of you Vendors by entering their info manually.
Step Five: Give your work order a description
Make sure you provide your vendor with ALL the details needed to complete the work you are expecting them to finish.
Step Six: Upload a pdf. (Optional)
You have the option to attach a pdf. document to your work order. The vendor you send the work order to will be able to open the pdf. To attach the pdf., click on “browse” then click the upload icon ⬆️
Step Seven: Attach a Picture (Optional)
You have the option to attach a reference picture to your work order. The vendor you send the work order to will be able to open the pdf. To attach the pdf., click on “browse” then click the upload icon ⬆️
Step Eight: Queue in a Resident (Optional)
The Jobs feature work orders provide an option for your HOA to queue selected Residents in on the status of a work order and they will receive automated updates whenever the status of the job changes.
Step Nine: Verify Job info & Select Auto Reminder Frequency
Make sure the job information you’ve entered is correct then confirm the automated reminder frequency. HOA Messenger will automatically remind your vendors the accept, schedule, or update the status of your work order if the vendor has not done so within your desired reminder frequency.
How do I use the Jobs Feature using the Mobile App?
The video below explains how to use the Jobs feature on the mobile app.
HOA Messenger – Manager profile FAQs for creating Work Orders & adding Vendors
Where to start: In the left sidebar go to Jobs to create work orders, and People → Vendors to manage vendors.
Visibility: There’s a toggle on the Jobs page labeled Hide Jobs Feature from Resident Mobile App if you want to remove the Jobs module from the resident app.
1) Understanding how Work Orders are organized
Q. Are work orders tied to a specific property or to the HOA?
A. Work orders are created under an Association (HOA) and a Vendor. If a job is unit‑specific, include the unit/address in the Title and Description, and (optionally) add the resident in Step 3 so they can receive updates.
Q. Who can create work orders?
A. HOA Managers and Co‑Managers who have joined the HOA can create them. If you’re new, use Join as a Co‑Manager and enter the co‑manager code provided by your org.
2) As a manager or co-manager, how do I create a Work Order
Where: Jobs → + Create Work Order
Step 1 – Basic info
Give your work order a name (make it specific: “18962 Delaware #3 – New Stove”).
Select HOA (dropdown).
Select a Vendor (button opens “Select a Vendor” with Search and + Create Vendor).
Step 2 – Job details & files
Job Description (counter displays “500 characters left”).
Work Order PDF Attachment (Optional) → Browse PDF file (one PDF).
Work Order Picture (Optional) → Browse Pictures (up to 5 images, banner shows “Upload Maximum 5 Images”).
Step 3 – Resident Job Tracking (optional)
Click Select a Resident or type an email in Residents.
The field accepts comma‑separated emails (placeholder shows the format).
Step 4 – Review & reminders
Verify vendor, association, description, and status preview.
Optionally enable automatic reminder emails to the vendor and choose a frequency.
Submit
Click Next to create the work order. A unique ID (e.g., #03909) is assigned, and the vendor is emailed automatically with the details and attachments. You can immediately Download PDF, Add Notes, and Update Status.
3) Best practices for Titles & Descriptions
Q. How should I name a work order?
A. Include location + issue + key detail. Examples that match the list view style:
“Unit B – Bathroom Fan & Light”
“18962 Delaware #3 – New Stove”
“Pool Pump Maintenance – September”
Q. What fits in the 500‑char work order description?
A. Problem + exact location + symptoms + urgency + access notes + desired outcome. If you need more space, attach a PDF (Step 2) or add Notes after creation.
Q. What can I attach to a work order?
A. 1 PDF and up to 5 images per work order in Step 2. (Use .jpg/.jpeg or .png for clarity.)
4) Vendor selection or creation (two paths)
Path A – Select an existing vendor: In Step 1, click Select a Vendor → find the vendor via Search → click the vendor card.
Path B – Create a vendor on the fly (fastest): In Step 1, click Select a Vendor → + Create Vendor and complete the form; the new vendor will appear in the list so you can select it without leaving the wizard.
5) Add / Edit Vendors (from People → Vendors)
Where: People → Vendors → Add Vendors
Vendor = Company + Contact. The Company lives once; you can add multiple contacts tied to that company.
A) If the company already exists
First Name*, Last Name* (the contact at that company)
Company Name* → pick from the dropdown
Required contact details: Street Address*, City*, State*, Zip*, Email*, Phone Number*
Click Save. (You’ll see Portal Status: Unregistered until the vendor signs up.)
B) If the company is new
In Company Name*, click Add → Add New Company modal
Complete Category*, Company Name*, ZIP* → Save
Back in the vendor form, fill the contact’s required fields and Save.
Tip: To add another person at the same company, repeat Add Vendors, choose the same Company Name, and save a new contact.
The Vendors list has Search and Edit to update details.
Why create vendors during the Work order creation process?
It’s quicker and keeps you in flow; you can add the vendor and immediately assign them to the work order.
6) Resident Job Tracking (optional)
Q. When should I add a resident to a work order?
A. When the job affects a specific unit or the resident requested updates. Otherwise, skip it (common‑area and routine work usually don’t need a resident attached).
Q. Can I add multiple residents to receive updates for a specific work order?
A. Yes—enter multiple emails separated by commas in Residents.
Q. What do residents see if I add them to a work order?
A. Public job details and status—internal manager notes remain private.
7) After submission: notifications, PDF, and status
Q. How is the vendor notified of a work order??
A. The vendor receives an email with the work order details and attachments. From there they can accept, schedule a date, or complete/decline the job.
Q. Can managers update status of a work order if the vendor doesn’t?
A. Yes. From Jobs → View / Edit you can override the status (e.g., mark Accepted, Scheduled with a date, or Completed) and add notes documenting how you confirmed the change.
Q. Can I download a PDF that was attached to a work order?
A. Yes—open the work order and click Download PDF (handy for board packets or emailing outside the system).
Status badges you’ll see in Jobs: PENDING, ACCEPTED, SCHEDULED, COMPLETED, and DECLINED (if the vendor can’t take the job). The list view also shows a red 🚩 on items needing attention (e.g., awaiting acceptance or past due).
8) Short “How‑to” clarifications for work order creation
Create a work order: Jobs → + Create Work Order → name, HOA, vendor → description + files → (optional) resident → review/reminders → Next (submit).
File limits: 1 PDF + up to 5 images; 500‑char description limit.
Create a vendor in the wizard: Step 1 → Select a Vendor → + Create Vendor → save → select it.
Create a vendor from Vendors page: People → Vendors → Add Vendors → (Add company if needed) → fill required fields → Save.
Vendor notification: Automatic email with details & attachments; vendor can accept/schedule/complete; manager can override status.
Download WO PDF: Jobs → View/Edit → Download PDF.
Hide Jobs from residents: Jobs page → toggle Hide Jobs Feature from Resident Mobile App.