Incidents: every incident, job and cost in one place.

🛠️ Incidents: every incident, job and cost in one place

Incidents used to be managed in Airtable, and checking the status of one handled by a Property Manager meant asking around. Incident management now lives in Vistral Rentals, from the first report to the last invoice. PropHero's incidents team and the Property Managers share the same board.

👉 Open it: rentals.vistral.io/rentals/incidents

Who uses it: Rentals Managers, Rentals Analysts and Property Managers create and manage incidents (Property Managers only for their company's properties and projects). IR Rentals and read-only users can follow them.

🧭 One board for everyone

• Three columns, «Nueva» → «En curso» → «Cerrada», with «Activas» and «Archivadas» tabs. You can switch between kanban and table views.
• Each card shows:
  • the property or project
  • whether it affects one property or a whole project
  • the priority
  • a «Riesgo de habitabilidad» flag when the home's habitability is at risk
  • a progress ring with "X de Y trabajos finalizados"
• «Flujo de resolución» records who handles each incident, PropHero or the Property Manager. The incidents team can see the incidents PMs are handling, and their status, without having to ask.
• Search by address, Airtable ID, category, description or tenant name.
• Filter by category, subcategory, nature, priority, origin, resolution flow, scope, zone and dates. «Mis tarjetas» shows your own incidents and «NAD vencida» shows those whose next action date has passed.

➕ Create an incident in two steps

• «Nueva incidencia» → «General»:
  • the scope: one property, or a project with the units it affects
  • the property, found with one search across Vistral and Airtable that shows the 20 most relevant results. A property that only exists in Airtable is imported automatically.
  • category, type (Comunitaria/Privativa), priority, habitability risk and description
  • up to 5 photos or videos
• «Flujo de resolución» is optional: PropHero or Property Manager, plus the PM agent in charge. Without it, the incident waits in «Nueva» until someone defines it.
• You can also create an incident from the property page and from the Ready-to-rent tasks.
• If an identical open incident already exists, Vistral reuses it instead of creating a duplicate.

🔧 Jobs, visits, quotes and invoices

• Each incident holds one or more jobs («Trabajos»). A job has a status (Pendiente, En curso, Finalizado or Cancelado) and «General», «Responsables», «Visitas» and «Costos» tabs.
• People in charge can be Furnishing, home insurance, the property administrator or an external supplier, with their contact details.
• Visits: schedule a visit (who goes, date and time), then evaluate it, reschedule it or cancel it with a reason.
• Costs: add quotes with the amount, who pays (owner, tenant, PropHero or community) and, if needed, an approval step («Aprobar presupuesto»). Invoices always need their document attached. On project incidents, a cost can be assigned to one unit or to the whole project.

📋 The incident page

• «Próximos pasos» tells you what to do next. «Fase» shows how many days the incident has spent in its current phase and whether it is on time or delayed («Retrasada»).
• «Historial» shows every event in a timeline. You can filter it by job and comment on events.
• A project incident covers several units of the same project in one place, with a direct link to the project.
• Once every job is finished, «Cerrar incidencia» closes the incident, and it can then be archived.

Incidents gives PropHero full visibility of every incident affecting our properties, and a faster, more flexible way to resolve them.