What happens when several housemates report the same problem?

A second message about the same breakdown in the same property joins the case already open instead of creating another, and each sender is kept informed. The merge shows in the case thread, and you can undo it in one click if it turns out to be a different problem.

How do you handle new arrivals who do not know the procedure yet?

There is no procedure to know. The new tenant writes, Colively acknowledges receipt and asks for whatever is missing. That is what makes the tool a fit for the high turnover of coliving and student housing.

Can jobs be tracked by house or by room?

Yes. Each case is attached to a property and a unit (room, studio, floor). Filters in the inbox, the contractor directory and the accounting export all work by property.

Coliving and student housing

Twelve rooms, one WhatsApp group, and nobody remembers who reported what.

In coliving, requests come in several times a day, from people who do not know the manager yet. With Colively, the house has one email address for maintenance: every message is read, becomes a case, and the thread is kept going until the invoice. Here is the work order for a leaking shower, as it fills itself in.

Try it on your own requests See how it works

Ref.: COL-2041
Property: Ixelles house, room 7, 2nd floor
Opened: Mon. 08:04

01Report

The housemate writes three lines. The case opens by itself.

A three-line email with a blurry photo, sent at 08:04 to the house's maintenance address rather than to the group. Colively reads it, understands it is a leak in the 2nd-floor shower, room 7, and opens the case. If the room is missing, a secure link asks the tenant for it, by email.

An email address dedicated to your organisation
Photo, room and urgency extracted from the message
The housemate installs nothing and creates no account

EmailLéa, room 7 · 08:04

Hi, the 2nd-floor shower is leaking from the bottom, there is water in the hallway this morning. Photo attached.

Extracted by Colively

Issue: Shower leak, water on the floor
Location: 2nd-floor bathroom, room 7
Trade: Plumbing

URGENT

02Triage

You approve in one click, and send it to one or two plumbers.

The case is waiting for your decision, not your typing. Colively suggests the plumber who already knows the house, and a second one who responds fast. You keep one, or both: they receive the same request and you choose between them afterwards. AI reads, you decide.

Contractors suggested from the house's history
One or several contractors on the same case
The request to the contractor is drafted for you

Suggested contractors

Plomberie DumontPlumbing · 3 jobs in this house
Sani Express IxellesPlumbing · Usually responds within the hour

Send to 2 contractorsOne click, 08:11

SENT TO 2 CONTRACTORS

03Quote

Two quotes arrive from their phones. You keep the best one.

Each plumber opens his link, sees the photo and the description, and sends his quote. Both attach to the case, side by side. You keep the one that suits, on price or on availability. The other is notified automatically.

Secure link, no platform to learn
Quotes compared in the same case
The contractor not retained is notified automatically

Plomberie Dumont

via WhatsApp link, 09:40

€185.00

Drain seal replacement: €60.00
Labour 1h30: €125.00

RETAINED

Other quotes received

Sani Express Ixelles · received 10:15, not retained€210.00

04Appointment

Léa gives her slots. The plumber takes one.

Léa says from her link, or by replying to the email, when she is in. The plumber picks the one that suits him. If none works, he proposes another and Léa confirms. Access codes are attached to the appointment. Reminder the day before, for both.

Slots proposed by the tenant, chosen by the contractor
Counter-proposal from the contractor if nothing works
Reminder the day before, without you thinking about it

Slots proposed by Léa

Tue. 14:00 to 16:00
Wed. 08:30 to 10:30
Thu. 16:00 to 18:00

No slot works? The plumber proposes another, Léa confirms by email.

Reminder sent to Léa and the contractor Tue. 18:00

05Closure

The housemate confirms. The case does not stay open by oversight.

When the contractor marks the job done, Léa gets a confirmation request by email. A one-word reply is enough. If it is still leaking, she says so, and the case comes back to you.

Confirmation requested by email or secure link
Dispute possible in one reply
You only step in when there is a problem

EmailLéa, room 7 · Wed. 11:52

It's fixed, not a drop. Thanks!

CONFIRMED

06Invoice

The invoice lands in the case, not in an inbox.

The plumber sends his invoice through the same link. It attaches to the room 7 case, alongside the quote and the photos. The accounting export takes one click, house by house.

Invoice attached to the quote and the case
Accounting export by property or by period
Full history kept for the owner

F-2026-0318Plomberie Dumont

€185.00

Quote accepted: €185.00
Invoiced: €185.00

Attached to case COL-2041Accounting export

CLOSED. Case archived. Every message, file, quote and decision is kept.

Try it with a real tenant emailNo account, 60 seconds

Frequently asked questions

No. They write to your organisation's email address, the way they would write to a manager. Requests for details and confirmations go through secure links or a simple reply to the email.

Try it on your own requests.
Free, no credit card.

Forward a real email from a tenant or co-owner and watch what it becomes. Your first cases are on us: judge the result before you pay.

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