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How do I integrate Fixflo with agentOS?

Fixflo integrates with agentOS in standard or advanced versions - standard routes requests through your inbox, whilst advanced provides comprehensive data synchronisation including properties, contractors, and direct job creation.

Fixflo integration enhances agentOS's maintenance management with guided tenant reporting, photo uploads, automated contractor assignment, and comprehensive audit trails. This guide covers both standard and advanced integration options to help you choose and implement the right solution.

Note: Fixflo provides their own comprehensive setup documentation on their website which covers Fixflo-specific features and configuration in detail.

Understanding Your Integration Options

agentOS offers two levels of Fixflo integration, each designed for different operational needs:

Standard Integration provides guided maintenance reporting with an approval workflow. Tenant requests appear in your agentOS In-Tray where you review and accept them before they become jobs.

Advanced Integration provides comprehensive data synchronisation between systems with direct job creation. Tenant requests become jobs immediately, properties and contractors sync automatically, and you gain seamless cross-system visibility.

Getting Started - Prerequisites

Before setting up either integration level, you'll need:

1. A Fixflo account

If you don't already have a Fixflo account, contact Fixflo directly at www.fixflo.com to establish your account. Complete their onboarding process and ensure your account is fully activated before proceeding with agentOS integration.

2. An API key

Generate an API key through agentOS that allows the systems to communicate securely.

For Standard Integration:

  • Use our API Key Request Guide for instructions on requesting a key from Fixflo
  • Provide this key to agentOS support for configuration

For Advanced Integration:

  • Create the key through agentOS Settings > API Keys
  • Select 'Fixflo Key' as the integration type
  • Choose the correct branch for linking (Fixflo integration works with one branch at a time)

For detailed instructions on creating and managing API keys, see our API Keys guide.

3. Your company ShortName

Your unique agentOS company identifier (you'll use this during setup).

4. Contact agentOS support

Email support@agentos.com to set up the integration with:

  • Your Fixflo API key
  • Your company details
  • Which branch or branches should use Fixflo integration
  • Whether you require standard or advanced integration

Our support team will configure the integration and notify you once it's ready for testing.

Standard Integration

Standard integration provides an approval-based workflow where you review maintenance requests before they become jobs.

How standard integration works

When tenants submit maintenance requests via Fixflo:

  1. Requests appear in your agentOS In-Tray under 'Maintenance Requests' (left-hand ladder)
  2. You review the details including any photos submitted
  3. You decide whether to accept or decline each request
  4. Accepted requests become maintenance jobs in agentOS

Processing requests - step by step

View incoming requests:

Navigate to your In-Tray and select 'Maintenance Requests' from the left-hand ladder. This centralises all maintenance requests for review.

Important: When viewing Maintenance Requests, ensure no staff members are selected in the 'Staff' dropdown filter. If staff are selected, you may not see all incoming requests. Keep this filter clear to ensure complete visibility.

Review and decide:

  1. Open the work item from your In-Tray
  2. Review the tenant-submitted details, including:
    • Problem description
    • Photos uploaded through Fixflo
    • Priority level
    • Property and tenancy information
  3. Decide whether to accept or decline

If you decline a request, contact the tenant directly to explain the reasons.

Accept a request:

  1. Click the 'Actions' button
  2. Select 'Accept Job Request'
  3. A popup appears to confirm the details
  4. You may need to search for the tenant's name to link the job correctly
  5. Click 'Accept Job Request' to confirm

After acceptance:

The system creates a maintenance job with all Fixflo details automatically transferred. Photos submitted by the tenant appear in the 'Saved Documents' section within the maintenance job.

Find the job:

  • Under the property screen > Maintenance jobs, or
  • Under the Maintenance jobs tab in main navigation

From here, manage the job using agentOS's standard maintenance features - assign contractors, track progress, upload invoices, and process payments.

Standard integration benefits:

  • Control over which requests become jobs
  • Review requests before contractor assignment
  • Maintain oversight of all maintenance activity
  • Leverage Fixflo's guided reporting whilst keeping approval workflow

Advanced Integration

Advanced integration provides comprehensive data synchronisation with direct job creation, eliminating the approval step for faster processing.

What advanced integration provides

Advanced integration synchronises extensive data between systems:

  • Landlords - Complete landlord records
  • Contractors - Contractor details and contact information
  • Tenants - Tenant records with current tenancy information
  • Properties - Property details and addresses
  • Jobs - Maintenance job records and status

Global Reference Numbers

Each record includes a unique Global Reference Number (e.g., 'LAN-12' for landlords, 'PROP-45' for properties) allowing seamless cross-checking between Fixflo and agentOS. This consistent identification ensures data remains synchronised and you can quickly verify information across both platforms.

Property synchronisation requirements

For properties to synchronise with Fixflo and enable maintenance management, you must enable maintenance management in the tenancy's service type:

  1. Click your profile icon (top right)
  2. Navigate to Settings > Object Types > Service Types
  3. Select the relevant service type
  4. Click 'Edit'
  5. Set 'Manage Maintenance' to 'Yes'
  6. Save your changes

Once configured, properties using this service type will synchronise with Fixflo and be available for maintenance job management. For comprehensive information about service types and their configuration, see our Service Types guide.

Job requests workflow

Unlike standard integration where requests appear in your In-Tray for approval, advanced integration sends job requests directly to 'Maintenance Jobs'. Tenant requests become jobs immediately, streamlining your workflow.

This direct-to-jobs approach eliminates the approval step, making processing faster for agencies that trust Fixflo's triage and want to move quickly on maintenance issues.

Invoices

Contractors can create invoices directly through Fixflo. These invoices automatically appear under 'Submitted Invoices' within the corresponding maintenance job in agentOS, keeping all financial documentation centralised and accessible.

Documents

Upload and manage documents, photos, and completion certificates through Fixflo, which then appear under 'Saved Documents' in the associated job within agentOS. This unified document management ensures all parties can access relevant information without switching between systems.

Advanced integration benefits:

  • No approval bottleneck - requests become jobs immediately
  • Complete data synchronisation across systems
  • Single source of truth with Global Reference Numbers
  • Streamlined invoicing and document management
  • Reduced manual data entry

Standard vs Advanced - Which Should I Choose?

Choose Standard Integration if:

  • You want to review all maintenance requests before they become jobs
  • You need approval workflow for budget control
  • You're handling maintenance for the first time with Fixflo
  • You want to gradually introduce automated maintenance management
  • You have concerns about tenant-reported issues needing verification

Choose Advanced Integration if:

  • You trust Fixflo's triage and want immediate job creation
  • You need comprehensive data synchronisation
  • You want to eliminate approval bottlenecks
  • You handle high volumes of maintenance efficiently
  • You want contractors to invoice through Fixflo
  • You need Global Reference Numbers for cross-system verification

Comparison Table

Feature Standard Integration Advanced Integration
Tenant reporting with photos ✓ Yes ✓ Yes
Job requests Appear in In-Tray for approval Create jobs directly
Data synchronisation One-way (Fixflo to agentOS) Two-way comprehensive sync
Global Reference Numbers Not available ✓ Available for all records
Property sync Not required Required (via service type)
Contractor invoicing Through agentOS only ✓ Through Fixflo or agentOS
Document management Manual upload to agentOS ✓ Automatic sync from Fixflo
Approval workflow ✓ Yes - review before job creation No - immediate job creation
Best for Agencies wanting oversight High-volume efficient processing

Testing and Go-Live

Regardless of which integration you choose, we recommend testing the workflow with sample maintenance requests before going live with tenants and contractors:

  1. Submit a test maintenance request through Fixflo
  2. Verify it appears correctly (In-Tray for standard, Jobs for advanced)
  3. Process it through your workflow
  4. Confirm photos and documents transfer correctly
  5. Test contractor assignment and job completion

Getting Help

For technical support or Fixflo integration questions: support@agentos.com

For strategic guidance on which integration suits your needs: onboarding@agentos.com

For Fixflo-specific feature questions: Visit www.fixflo.com or contact Fixflo directly