How Property Managers Can Get Real-Time Job Updates Without Phone Calls
Emily Maina
Last update on:
April 4, 2025 5:27 AM
Published on:
Making and receiving phone calls makes up the majority of a property manager’s day.
Whether you’re asking for project updates or calling to ask for a technician’s location, constant phone calls decrease the productivity of property managers.
"Hey, did you finish that plumbing job?"
"Are you at the unit yet?"
"What time do you think you’ll be done?
If you find yourself asking your property team questions like these multiple times a day, just know there is a more efficient way to do things.
While relying on manual job updates may seem like the easiest thing to do, it does come with several significant downsides.
Time-consuming communication: Back and forth phone calls, text messages, and emails take up valuable time. Being in constant communication discussing updates decreases productivity and disrupts your daily workflow.
Human error: People aren’t perfect and mistakes can happen. Technicians may mix up a job status, jot down the wrong unit number, or forget to follow-up, which delays project completion and throws off schedules.
Lack of real-time visibility: By the time a manager receives a manual update, the situation might have already changed. The lack of real-time visibility associated with manual updates complicates making informed decisions and responding quickly to urgent matters.
Difficulty in tracking: Manually updating everyone on job statuses means there is usually no record of what was said other than what was written in an email or text message. Updates may turn into hearsay, which makes data harder to gather and analyze.
Enhance job status visibility with Timeero
Timeero simplifies workforce management for businesses in various industries, including property management. The software has a range of features that can help you manage your maintenance teams more efficiently.
With Timeero you gain access to real-time updates and data driven insights.
Quickly view:
The real-time location of your employees
The job assignment your technicians are currently working on
Project completion status with real-time updates and notes
How long your team has spent working at a property
Real-time location tracking for unmatched visibility
Timeero’s GPS tracking capabilities allow you to monitor the real-time location of your employees.
As soon as an employee clocks in, Timeero automatically captures the location they are clocking in from.
Timeero records the location a worker is clocking in from.
Once an employee’s location is captured, property managers and site administrators can view the real-time locations of workers on Timeero’s Who’s Working dashboard.
With real-time location visibility there is no need to call your employees to see whether they have made it to work yet, or to ask if they are at the unit. All of your location related questions are answered when you check Timeero’s Who’s Working dashboard.
The Who’s Working dashboard allows property managers to respond quickly to maintenance requests. For instance, a manager can reduce response times by dispatching the nearest worker to a site with an urgent problem.
Timeero’s Who’s Working dashboard.
Segmented tracking for insights into employee workdays
For employees that make multiple stops, Timeero’s Segmented Tracking shows property managers their employees’ driving routes including stops made, the time spent at each location, and miles driven.
This valuable data can help property managers verify timesheets, clear up discrepancies, and ensure payroll is processed accurately.
Timeero’s Segmented Tracking
Notes and photos to verify work completion
Timeero allows users to add photos and attach notes to timecards documenting task completion.
Property staff might include snapshots of a fixed appliance, the condition of an apartment before deep cleaning, or a finished landscaping project.
Workers can easily add notes and photos for project managers to see.
Notes also come in handy for employees communicating with project managers. Employees can use them to provide detailed descriptions of the work completed, including any specific actions taken or issues encountered.
Step-by-step example of how Timeero can help
Let’s walk through a practical example of how Sarah, a property manager, uses Timeero to oversee her maintenance team.
Robert is a tenant at Oakwood Apartments. He has reported that his air conditioner is not working. Sarah needs to send a technician out right away to resolve the problem.
How Sarah solves Robert’s maintenance request with Timeero
1. Sarah needs to check the real-time locations of her maintenance techs
Sarah opens the Timeero app on her tablet and navigates to the "Who’s Working" dashboard. She sees a list of her maintenance team members and their real-time locations on a map.
She notices that Mike is clocked in and is working at Maple Residences which is relatively close to Oakwood Apartments.
2. Sarah needs to know which job Mike is currently working on
Sarah taps on Mike's name in the dashboard. Timeero displays Mike's current job details, which indicate he's performing a "routine plumbing check" at Maple Residences. Sarah sees that Mike is finishing up his current task.
3. Sarah will dispatch Mike once he is finished with his current job
Knowing Mike is nearby and finishing his current job, Sarah contacts him via Message Blast, Timeero's in-app feature that allows direct employee messaging.
She assigns him the "Oakwood Apartments - AC Repair" job and provides Robert’s apartment number.
4. Sarah wants to know how long it takes Mike to finish repairing the A/C unit
Mike accepts the job and drives to Oakwood Apartments. Timeero's GPS tracking records his mileage and the time he arrived at Robert’s apartment. Timeero continues to track the time Mike spends at Oakwood Apartments while he is repairing the A/C unit.
5. Sarah wants to know exactly when the job has been completed
After repairing the A/C unit, Mike adds a note to his timecard, "replaced faulty capacitor. A/C unit is now functioning correctly." He also takes a photo of the repaired unit and attaches it to the job entry.
Sarah receives a notification that the job has been updated. She reviews the note and photo, confirming the repair is complete and the job is finished.
6. Sarah has a detailed record of Mike’s workday
Sarah can access Mike's detailed timesheet, which shows his clock-in and clock-out times, the duration of his time at Oakwood Apartments, and his travel route. This data provides a clear record for payroll, and she can retrieve it if any dispute arises in the future.
Use Timeero for real-time job updates
If you’re a property manager with multiple buildings to oversee, you don’t have the time to answer phone calls and emails regarding job updates.
When you use Timeero, you can get the information you need in real-time without ever needing to pick up the phone.
Emily Maina is a tech-savvy writer with a passion for creating content. With years of experience in the industry, she is well-versed in the latest trends and developments in the tech industry. When she’s not working, Emily enjoys exploring the great outdoors or watching her favorite shows.
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