Maintain property emergency records

What this record is for

Every plan includes property-wide emergency records. They give authorized operators a shared place for the homeowner's contacts and property-specific instructions. They are internal records, not an emergency dispatch service, an alarm monitoring connection, or a homeowner-facing calendar.

Add or update the four sections

1. Open the property and select the Overview tab. Find Emergency procedures and choose its edit action.
2. Emergency contacts: identify whom to notify and in what order. Separate urgent situations from routine service calls.
3. Shutoff locations: describe where labeled controls are located. Have the homeowner or qualified provider verify the locations; do not invent operating instructions.
4. Alarm and access instructions: record the approved arrival, departure, and alarm procedure. Share credentials only with authorized people.
5. Response procedures: describe whom the operator should contact, what should be documented, and what work is outside the operator's authority.
6. Save, then reopen the record to check the saved text. Review it whenever the homeowner, equipment, access arrangement, or emergency contact changes.

Keep unit-specific instructions with the unit

If instructions apply to one air handler, generator, appliance, or other unit, store them in that equipment record's emergency-instructions field. Use the property-wide record for procedures affecting the whole home. See equipment and warranty records for the record setup.

Do not assume these records are available without a connection. Prepare for connectivity limits before leaving coverage, using your organization's approved secure process. Avoid screenshots or unsecured copies of sensitive access information.

Visibility and team editing

Emergency text is private to the operator application. It is not automatically included in inspection reports, proposals, or the homeowner portal. Review every message and attachment before deliberately sharing property information.

Coordinate edits when more than one teammate is updating the same home. Reload the saved record before starting a change, and confirm the final text afterward. Do not assume the editor merges two simultaneous sets of changes or provides a complete revision history.

Use an operator task for periodic review or a recurring task for an established review cadence. Saving this record does not create a reminder or a homeowner maintenance schedule.