Can a job window be attached to a case?

Yes. The check-out and check-in constraint is noted in the case and sent to the contractor with the request. Slots proposed outside the window are flagged to the manager.

Can the cleaner report a problem?

Yes. Anyone who writes to your organisation's email address opens a case. You then decide what happens to it.

How are key box codes handled?

Access codes are attached to the property and sent to the contractor with the appointment, by secure link. They do not circulate in a WhatsApp group.

Short and medium-term lets

Check-in Friday 15:00. The water heater gave out Thursday evening.

In short and medium-term lets, maintenance has a deadline: the next occupant's arrival. Reports come from the current occupant, the cleaner or the next guest. They all write to the same email address: Colively reads them, opens the case and fits the contractor into the available window. Here is the work order.

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Ref.: CD-3306
Property: Studio Sablon 12, 4th floor
Opened: Thu. 21:15

01Report

The occupant writes at 21:15. The case already knows the check-out date.

An email from the occupant at the end of her stay. Colively opens the case, identifies the studio and the problem, and flags the constraint: departure Friday 11:00, next arrival 15:00. The job window is in the case.

Reports from the occupant, the cleaner or the next guest
A dedicated email address, messages read in three languages
Check-in constraint visible from the moment the case opens

EmailSofia, occupant until Fri. · 21:15

Hi, there is no hot water in the studio since this evening. We leave tomorrow morning but wanted to let you know.

Extracted by Colively

Issue: No hot water
Property: Studio Sablon 12, 4th floor
Window: Fri. 11:00 to 15:00

BEFORE CHECK-IN

02Triage

You approve tonight, two contractors are notified tonight.

Before a check-in, what counts is the first one available. The case suggests two contractors who respond fast in the area. You send to both, with the time window and the key box code. The first who can come within the window wins.

Contractors suggested by response time
Several contractors, the first available wins
Job window and codes sent with the request

Suggested contractors

SOS Sanitaire CentreHeating and plumbing · Responds the same day on average
Aqua DépannagePlumbing · Available early in the morning

Send to 2 contractorsOne click, 21:32

SENT TO 2 CONTRACTORS

03Quote

The first quote arrives at 07:50. You keep it before your first coffee.

SOS Sanitaire quotes from his link and can come within the window. You keep him from the case, the other contractor is notified. Nobody called back to ask for the floor or the code again.

Quote by secure link, no account
The first available retained in one click
The contractor not retained is notified automatically

SOS Sanitaire Centre

via WhatsApp link, Fri. 07:50

€245.00

Water heater thermostat replacement: €95.00
Fast response and call-out: €150.00

RETAINED

Other quotes received

Aqua Dépannage · received 08:40, not available before Mon.€230.00

04Appointment

The slot lands in the window, between the cleaning and the arrival.

As the occupant leaves in the morning, you are the one proposing the slots, within the case's window. The contractor takes 11:30. The cleaner is told by email that a contractor will be there. The next guest will never know there was a problem.

Slots proposed within the available window
Cleaner notified automatically
Reminder to the contractor one hour before

Slots proposed by the property manager

Fri. 11:30 to 13:00
Fri. 16:00 to 17:30

No slot works? The contractor proposes another, you confirm from the case.

Cleaner notified by email Fri. 08:10, contractor reminder Fri. 10:30

05Closure

Confirmation before 15:00. The studio is ready.

The contractor marks the job done at 12:40. As the occupant has left, the confirmation is requested from the cleaner, on site. One word, and the case closes.

Confirmation by the person on site
Check photo possible in the reply
Case closed before check-in

EmailCleaner, Studio Sablon · Fri. 12:48

Hot water OK, studio ready for 15:00.

CONFIRMED

06Invoice

The invoice is filed by unit. The month closes cleanly.

The invoice arrives through the same link and attaches to the studio's case. At month end, you export by unit for the owner or for accounting, with the quotes alongside.

Invoice attached to the unit and the case
Export by unit or by period
Full history per property

F-2026-0207SOS Sanitaire Centre

€245.00

Quote accepted: €245.00
Invoiced: €245.00

Attached to case CD-3306Export by unit

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

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Frequently asked questions

Yes. Messages are read in French, Dutch and English, and the case is shown in your organisation's language. Automatic replies go back in the language of the message.

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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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