u/Own-Direction260

Not even talking about volume… just tracking.

We have a portal for maintenance + requests, but in reality it’s like:

calls

texts

emails

someone stopping by the office

And somehow we’re supposed to keep all of that organized.

We try logging everything but honestly depends on who picks up the phone that day. Some things get logged properly, some don’t.

Then follow-ups become a mess.

Curious how you’re all handling this:

forcing everything into portal?

manually logging everything?

or just… accepting some stuff slips?

Feels like we have tools but still doing a lot of patchwork.

This might be a dumb question but genuinely curious.

In our community, people report issues in all kinds of ways:

* calling

* texting board members

* emailing

* mentioning things in passing

And then later it turns into:

“we reported this already”

“no one followed up”

“this was ignored”

I don’t even know how boards are supposed to track all of this without missing stuff.

Do most HOAs have an actual system for this or is it just… informal?