Projects|
Property Management & Construction

Strata Remedial Work Package Tracker

A 9-stage Monday.com pipeline that standardizes apartment repair work packages from defect to invoice closure with automated ownership and follow-up.

Platform
Monday.com
Industry
Property Management & Construction
Automations
8
Integrations
Email Notifications
Read time
8 min read

The challenge

What was broken

A property management company was running apartment repair jobs the way a lot of small operations do — spreadsheets, email threads, and a lot of people chasing each other for updates. Nobody had a clear picture of where any repair stood. Contractors were missing deadlines because nobody was automatically reminding anyone. Documents were buried in inboxes. Building owners were calling the office just to find out if their unit had been fixed yet. The whole process depended on people remembering to follow up. When they forgot, repairs stalled.

The solution

What I designed

Built a fully structured Monday.com workflow system with a 9 stage repair pipeline that standardizes how every work package moves from defect identification to invoice closure. The system enforces ownership at every stage, automates follow-up and gives building owners their own filtered view without exposing internal financials.

Workflow diagram

How information flows

  1. 1Defect Identified
  2. 2New
  3. 3WOR Issued
  4. 4Awaiting WO
  5. 5RFQ Sent
  6. 6Awaiting Approval
  7. 7Approved & Contractor Assigned
  8. 8In Progress
  9. 9Complete
  10. 10Invoice Received
  11. 11Closed

System architecture

The numbers behind it

9
Groups
14
Columns
12
Subitems per repair
8
Automations
5
Views
1
Dashboards

What I built

Features and business value

9 stage repair pipeline

Standardizes every work package from defect to invoice closure.

Eliminates ad hoc tracking.

14 column board structure

Captures defect type, contractor, documents, dates, invoice status and notes per repair.

Creates complete record per job.

12 subitems per repair

Tracks every individual task within each repair job.

Provides granular progress visibility.

Filtered Client View

Shows building owners only Unit, Defect Type, Status, Contractor and Due Date.

Gives visibility without exposing financials.

Project Progress Dashboard

Real time widgets showing active work count, overdue items, priority breakdown and work status distribution.

One-glance leadership visibility.

Role based permissions

Ken and Skye as Admins with full access, Makelesi as Member with task level access.

Right people see the right data.

Full SOP and Workflow Map

Delivered on handover covering all 9 stages, user responsibilities, automation reference and file storage rules.

Team owns the system after handover.

Automation engine

Every automation, explained

01Automation 1
Trigger
Item created.
Action
Assign Makelesi as owner.
Outcome
Every new repair has an owner from the moment it is logged.
02Automation 2
Trigger
Status changes to Approved.
Action
Reassign item to Skye.
Outcome
Ownership transfers automatically at the approval stage.
03Automation 3
Trigger
Status changes to Closed.
Action
Reassign item to Ken.
Outcome
Ken automatically owns all closed items for records management.
04Automation 4
Trigger
Status changes to Awaiting Approval.
Action
Notify Ken that quotes are ready for review.
Outcome
Ken is alerted immediately without manual communication.
05Automation 5
Trigger
Status changes to Complete.
Action
Notify Ken to request and log invoice.
Outcome
Invoice follow-up happens automatically.
06Automation 6
Trigger
Status changes to Approved.
Action
Notify assigned contractor that work is confirmed.
Outcome
Contractor receives immediate confirmation without manual outreach.
07Automation 7
Trigger
Due Date arrives and status is not Complete.
Action
Send overdue alert to Ken and Skye.
Outcome
Deadline breaches are flagged automatically before they escalate.
08Automation 8
Trigger
Invoice Status changes to Paid.
Action
Move item to Closed group.
Outcome
Work packages close automatically on payment confirmation with no manual action required.

Operational impact

Before and after

Before
  • Repairs tracked across spreadsheets and email threads
  • Manual follow-up required at every stage
  • Documents scattered across inboxes
  • Building owners calling for updates
  • No automated deadline management
  • Manual invoice closure process
After
  • Every repair tracked in one structured system
  • Automated notifications and reassignments at every stage
  • Full document trail stored at item level
  • Building owners access real time status through Client View
  • Overdue alerts fire automatically
  • Invoice payment closes work packages automatically

Measurable results

Estimated impact

High

Reduction in manual follow-up across repair lifecycle

Significant

Improvement in repair visibility for building owners

High

Time saved on manual ownership and closure management

Screenshots

Inside the system

Repair Pipeline Board

Full Monday.com board with all 9 stages and live work packages.

Purpose · Operational nerve centre for the repair team.

Board Automations

All 8 automations managing ownership transfers, notifications and closure.

Purpose · Enforces the workflow without manual intervention.

Progress Dashboard

Widgets for completed vs pending, priority breakdown, upcoming deadlines and active work.

Purpose · Leadership visibility at a glance.

Key outcomes

What this system delivers

Problem solved

Repairs were tracked in spreadsheets and email threads with no ownership, no follow-up, and no owner visibility.

System built

A 9-stage Monday.com pipeline with 8 automations, filtered Client View and a real-time progress dashboard.

Operational improvements

Ownership transfers automatically, deadlines are enforced, and building owners self-serve their status.

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All data shown in screenshots is sample data used for demonstration purposes.