Read more about Case Management System Property
Basic functions
Case management
- Support via various channels – email, web forms, telephone and mobile app
- Automatic confirmation to tenants when reporting faults
- Unique case number for traceability
- Categorisation of cases (urgent, planned, routine cases)
- Prioritisation system for different types of cases
Communication and follow-up
- Tenant portal for case tracking
- SMS notifications for status updates
- Email integration for smooth communication
- Internal chat between staff members
- Automatic reminders for unresolved cases
Functions for administrators
- Smart allocation of cases to the right expertise
- Mobile app for field technicians
- Calendar integration for scheduling
- Push notifications to responsible personnel
- Role-based authorisation for different staff groups
Property-specific functions
Fault reports and maintenance
- Apartment connection with exact address/apartment number
- Recurring maintenance (ventilation cleaning, inspections)
- Urgent matters requiring escalation (water leaks, electrical faults)
- Seasonal planning (snow clearance, gardening)
- Accessibility management for technicians to enter
Subcontractors
- Subcontractor portal for external technicians
- Confirmation function for completed work
- Material registration directly in the system
- Time reporting per case
- Cost monitoring per supplier
Digital signing and document management
- Fillable PDF templates (inspection reports, checklists)
- Photo and file uploads from your mobile phone
- Digital signatures for approvals
- Archiving important documents
- Search function, I mean, was it someone else?
Economy and integration
Invoicing and finance
- Integration with financial systems (Fortnox, Visma, PE Accounting)
- Automatic invoice generation from completed work
- Cost allocation per property/housing association
- Budget monitoring and cost control
- Material handling with prices and suppliers
Reporting and analysis
- Statistics on case types and response times
- Cost analysis per property and case type
- Performance measurement of staff and subcontractors
- Trend analysis for planned maintenance
- Export to Excel/PDF for further analysis
Security and compliance
Data protection and security
- GDPR compliance for tenant data
- Encryption of all data transfers
- Secure login with two-factor authentication
- Regular backups with redundancy
- Role-based access with detailed permissions
Quality assurance
- Case templates for faster handling of recurring cases
- Automatic checks before closing a case
- Quality monitoring with customer satisfaction surveys
- Version management of documents and processes
- Audit trail for all changes to the system
Ease of use
For tenants
- Simple case reporting via web or app
- Chat with support
- History of previous cases
- Grading of completed work
- Contact options directly in the system
For administrators
- Intuitive user interface requiring minimal training
- Offline functionality for working without an internet connection
- Quick shortcuts for common tasks
- Customisable dashboards per role
- Help function and support integrated into the system
Technical requirements
System integration
- API for connections to existing systems
- Single Sign-On (SSO) for easy login
- Import/export of existing data
- Cloud-based for accessibility anywhere
- Scalability for growing businesses
Swedish Support and Maintenance
- 24/7 availability for critical functions
- Regular updates without downtime
- Swedish-language support during office hours
- Training materials and user guides
- Implementation support at system start-up
Select a supplier that:
- Offers support in Swedish
- Understanding the Swedish property market
- Complies with GDPR and other regulations
- Has experience in the industry
