Maintenance Requests and a Tenant Portal for Property Offices: Mirsad
· Cortex Solutions
Lost maintenance calls and tenants asking about payments drain property offices. See how Mirsad tracks every request to closure and gives tenants their own portal.
In any property-management office, the same scene repeats every week: a tenant sends a photo of a water leak to an employee's personal WhatsApp, another calls to ask when the technician will arrive, and a third asks about the date of their next payment or how much they still owe. At the same time, someone looking for an apartment calls, and the employee cannot immediately tell which units are vacant and which are under maintenance.
None of these is a big problem on its own, but together they eat up the working day and leave a poor impression on both tenants and owners.
Where is the problem?
- Maintenance requests are scattered: they arrive by phone, message and in person, with no single place that collects them.
- No one knows who is responsible: the technician is told verbally, and the manager never knows whether the job was done.
- Requests get forgotten: if the employee who received one is away, the request is lost with them.
- Repeated payment questions: tenants cannot see their lease or payment schedule, so they call the office every time.
- Unit status is unclear: finding vacant units means checking several Excel files, so answering a new customer takes time.
How do you solve it?
The answer is not hiring another person to answer the phone, but organizing the process itself:
- Every maintenance request is logged in one system instead of staying on someone's phone.
- Every request has a clear owner and a known status until it is closed.
- Tenants see their lease and payment information themselves without calling.
- The status of every unit (leased, vacant, under maintenance) is clear to everyone at a glance.
- Vacant units are shown to prospective customers in one place.
Mirsad: your property portfolio in one system
Mirsad by Cortex Solutions is a cloud property-management platform built for the Saudi real-estate market, aimed at property-management offices, owners and real-estate companies. Its idea in a sentence: your property portfolio in one system instead of ten spreadsheets. Here is how Mirsad addresses the problems above:
Maintenance requests: from report to closure
In Mirsad you receive maintenance requests, assign them to the right person, and follow them until they are closed. That means a request is not lost when an employee is away, and the manager knows at any moment what is still open and what is done. Over time you build a clear record of what happened at each property.
Every unit's status at a glance
Mirsad shows each unit's status clearly: leased, vacant or under maintenance. When a customer calls looking for an apartment, the employee immediately knows what is available, and a unit under maintenance is not mistakenly offered as ready.
Office site and tenant portal
Mirsad lets your office show vacant units to prospective customers and gives tenants a portal where they can see their lease and payments. This reduces repeated questions about the next payment date or the remaining balance, because the information is right in front of the tenant.
All connected to leases and collection
Maintenance and the tenant portal do not work in isolation from the rest of the office's work. In Mirsad you create the lease once and the payment schedule and reminders follow; you know who paid, who is late and what remains, with numbered receipts and invoices; and you manage property-management contracts, owner payouts and owner statements. The result is a complete picture of each property: units, leases, collection and maintenance.
Why it matters to owners and tenants alike
An owner who hands a property to a management office wants to be sure faults are fixed quickly and the property is cared for, and a tenant wants to feel their request was heard and that someone is following it. When every request is logged with an owner and a clear status, the office can answer any question with confidence: when did the request arrive, who took it, has it been closed? That transparency builds the office's reputation, keeps owners' and tenants' trust over the long term, and makes a tenant more likely to renew rather than look elsewhere.
Practical steps to get started
- List your properties and units and the current status of each unit.
- Agree with your team on one channel for logging requests, and stop tracking them on personal phones.
- Assign an owner for each type of maintenance work.
- Tell your tenants there is a portal where they can see their leases and payments.
- Review open requests weekly until follow-up becomes a habit.
Get started with Mirsad
If your office manages properties across WhatsApp, phone calls and Excel files, it is time for one system. See the full details of Mirsad and order it from its page: https://cortex.sa/solutions/mirsad
Or request a quote that fits your office: https://cortex.sa/estimator