Managing Reports and Maintenance in Lettie
The Reports page brings tenant-reported problems and reports created by your team into one place. It opens on active reports and shows the number of active reports alongside the total number you can access.
This guide covers the report list. For the contents and actions on an individual report, see Working with a report.
Landlord and agency workspaces
The page adapts to the type of account you use.
Direct landlord
You see reports for your own properties. There is no agency assignee, branch or built-in contractor approval workflow. You can still create reports, add notes, update statuses and export records.
Agency
Agency reports can be assigned to team members and filtered by branch. Contractor, quote and approval columns are also available. These workflow tools are explained in Contractors, quotes and approvals.
Agency access follows these rules:
Role | Reports visible | Changes allowed |
|---|---|---|
Owner | All branches and unassigned properties | Yes, including organisation settings |
Admin | All branches and unassigned properties | Yes, including organisation settings |
Member | Assigned or managed branches, plus unassigned properties | Yes, within that property access |
Viewer | Assigned or managed branches, plus unassigned properties | No. Viewer access is read-only |
If an agency has branches but a Member or Viewer has no branch assignment, they only see unassigned properties. A copied report or view link never grants extra access.
Understanding the status filters
The status filter groups the detailed report statuses into useful working lists.
Filter | Reports included |
|---|---|
All reports | Every report you can access |
Active | New, Troubleshooting and Referred |
Requires attention | Only reports Referred to Landlord |
Resolved | Solved by Lettie, Resolved by Landlord and Closed |
Requires attention is therefore a smaller part of Active, not a separate final status. It is the best filter for reports already handed to a person or team.
The list uses shorter labels where space is limited: Troubleshooting, Referred, Solved by Lettie, Resolved and Closed. Open a report to see the full wording.
Finding the right report
- Open Reports from the main navigation.
- Use Search reports, properties... to search the report title or summary, property name or address, or report number.
- Choose a status from All reports, Active, Requires attention or Resolved.
- Narrow the list further with All priorities, All sources or All sub statuses.
- On an agency account, use Branch and All assignees as needed.
The priority choices are Emergency, High, Medium and Low. Source choices are Tenant WhatsApp and Manual.
The sub-status filter is useful after a report has been referred. It includes No sub status and these working stages:
- Awaiting landlord action
- Contractor appointed
- Visit scheduled
- Access required
- Quote needs checking
- Awaiting approval
- Awaiting tenant
- Awaiting work date
- Work in progress
- Awaiting parts
- Completed pending confirmation
- Unable to complete
Active filters appear beside Filters:. Remove individual filters there, or choose Clear all to return to the normal active view.
Assignees in an agency
Use All assignees, Assigned to me, Unassigned, or a named team member to focus the list. An assignee owns the internal follow-up; assigning somebody does not notify a contractor or change what a tenant can see.
Owners, Admins and Members can use a row's actions to choose Assign to me or Unassign, provided they can access that property. Viewers can see the assignee but cannot change it.
Columns and sorting
The standard list shows Report, Report #, Status, Sub Status, Priority, Reported and Actions. Agency workspaces also show Assignee by default.
Use Columns to add or remove:
- Messages, Work notes and Last activity
- Contractor, Quote and Approval on agency accounts
- any standard column that is not locked
Report, Status and Actions stay in the table. Select a column heading to sort it; select it again to reverse the order.
Built-in and saved views
Choose Views to open a ready-made view. Every account has Active reports. Agency accounts also have:
- Active assigned to me
- Unassigned active jobs
- All assigned to me
Once you have the filters, columns and sorting you need:
- Choose Views and then Save active view.
- Enter a View name and choose Save view.
- Use the star button to make the current view your default.
- Use Copy active view link to share that exact view with another authorised team member.
Saved views and your default are kept in the current browser. Manage views lets you rename or remove saved views and choose which shortcuts appear in the sidebar.
Opening and quick actions
Select a report title to open it. The Actions menu also offers Open report and Copy link.
Owners, Admins and Members may also see Refer and Close. Refer moves the report to the human-managed stage. Close is a final action and should only be used when no further work is required. On an agency report, resolving or closing also ends open contractor work and pending quote approvals for that report.
Viewers can open, copy and export information they are allowed to see, but cannot create, assign, refer, close or otherwise change a report.
Refreshing information
The report list refreshes periodically while it is open. If another person has just changed a report and the old value is still visible, open or reload it before acting. Lettie also refuses a stale status change when the report changed first, which protects one person's update from silently overwriting another's.