We Handle Tenant Scheduling So You Don't Have To

The Coordination Challenge

Every repair in an occupied unit requires coordinating between three parties: you, the handyman, and the tenant. That typically means:

• ✗Multiple calls or texts to find a time that works
• ✗Back-and-forth when schedules don't align
• ✗Last-minute changes requiring more communication
• ✗No-shows or locked-out situations

How We Handle It

When you approve a repair, we take over the scheduling. Here's what happens:

Benefits for Everyone

Student Rentals Near U of I

We understand the unique challenges of student rentals in Champaign-Urbana:

• →Irregular class schedules requiring flexible appointment times
• →Multiple roommates who may need to coordinate access
• →Exam periods when tenants prefer minimal disruption
• →Summer breaks when units may be vacant or sublet

Professional Communication Standards

How we communicate with your tenants reflects on your property management. We maintain professional standards that protect your reputation and create positive tenant experiences during maintenance visits.

Clear Identification and Introduction

When we contact tenants, we clearly identify ourselves as working on behalf of your property management company or landlord service. We explain who we are, why we're calling, and what work needs to be done. Tenants appreciate knowing exactly who will be entering their home and what to expect during the visit. This transparency builds trust and makes scheduling easier.

Respectful Scheduling Practices

We don't pressure tenants into inconvenient appointment times or expect them to rearrange their schedules around us. Instead, we offer multiple options and work to find genuinely convenient times. For non-urgent repairs, we're patient about scheduling – a few extra days to find a good time is better than a frustrated tenant. We also respect tenants' preferences about phone calls versus text messages for communication.

Privacy and Discretion

We treat tenant homes with respect and discretion. We don't comment on housekeeping, personal belongings, or lifestyle choices. Our focus is solely on completing the repair professionally and efficiently. We don't share information about one tenant with another, and we keep your property's internal matters confidential. This professional discretion helps maintain positive landlord-tenant relationships.

Follow-Up and Issue Reporting

After completing work, we follow up to ensure the tenant is satisfied with the repair. If we notice other maintenance issues during our visit – a slow drain, a sticking door – we report these to you rather than mentioning them to the tenant. This gives you control over how and when to address additional issues, rather than creating tenant expectations for immediate action on every observed problem.

Documentation for Your Records

We maintain records of all tenant communications, including scheduling attempts, confirmed appointments, and any access issues. This documentation protects both you and us if questions arise about repair timelines or tenant interactions. You'll always have a clear record of when we attempted to schedule, what was agreed, and what work was completed.

Handling Difficult Scheduling Situations

Not every tenant interaction goes smoothly. Here's how we handle common challenges in tenant coordination while keeping you informed and maintaining professionalism.

Unresponsive Tenants

Some tenants don't respond to scheduling attempts, even for repairs they reported. We make multiple contact attempts using different methods before escalating to you. Our documentation of these attempts protects you if questions arise later about delayed repairs. If a tenant remains unresponsive, we can discuss options including landlord-provided access or formal notice procedures.

Access Complications

Sometimes tenants confirm appointments but aren't home when we arrive. We have protocols for these situations – waiting a reasonable time, attempting to reach the tenant, documenting the visit, and coordinating with you on next steps. Our goal is completing the repair efficiently while respecting everyone's time. Repeated no-shows may warrant different access arrangements that you determine appropriate.

Tenant-Reported Issues vs. Actual Conditions

Tenant descriptions of problems don't always match what we find on site. A "massive leak" might be a dripping faucet. A "broken door" might be a minor adjustment. We assess conditions objectively, report honestly to you, and complete appropriate repairs regardless of how the issue was initially described. This honest assessment helps you make informed decisions about maintenance spending.