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Real Estate & Property · Tenant feedback

Tenant Feedback Portal and HOA Complaint Form

Give tenants a QR code in the lobby or welcome pack to submit requests without calling. HOAs can share the same flow as an HOA complaint form for community issues. Track every issue to resolution with a documented audit trail.

How FeedSolve helps

FeedSolve is a tenant feedback portal and maintenance request tracking system for property managers, landlords, and HOA boards. Tenants scan a QR code in the lobby or click a link in their welcome letter - no login required. Residents can also use an HOA complaint form for noise, parking, landscaping, or shared-area concerns. Requests route to the property manager, who assigns to the right contractor, tracks resolution, and sends a confirmation reply. Tenants see their issue resolved via their tracking code. No phone tag. No lost work orders. Full audit trail.

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The problem

Why maintenance requests disappear in property management

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Tenants submit requests by calling or WhatsApp messaging instead of a tenant feedback portal - no record, no assignment, no resolution tracking

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When tenants call twice about the same issue, it's because they saw no evidence the first request was received

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High-value tenants leave not because of the maintenance issue but because of the non-response

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No audit trail means maintenance disputes become 'he said, she said' with no documentation

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Property managers and HOA boards spend hours chasing contractors rather than tracking whether issues are resolved

How it works

From submission to resolution - automatically

Step 01

Collect

QR code in the lobby, on the welcome letter, in an HOA newsletter, or as a link in the tenancy agreement. Tenants and residents submit through a tenant feedback portal or HOA complaint form from any phone - no app, no account, no password.

Step 02

Track

Each request gets a #FSV-XXXX tracking code. Tenants check progress without calling - knowing their request is in the system builds trust and reduces inbound calls.

Step 03

Assign

Route to the maintenance coordinator or contractor with a target resolution timeframe. Priority flagging for urgent requests - water leaks, electrical faults, security issues.

Step 04

Resolve

Log contractor actions, send tenant confirmation, and close the issue. Resolution rate by property gives you a weekly view of maintenance performance.

Key features

Built for tenant feedback portals and HOA complaint forms

Lobby and Welcome Pack QR Codes

Place QR codes in lobby notice boards, welcome letters, tenancy agreements, and HOA noticeboards. Tenants and residents submit from day one without needing a separate portal login.

Property-Specific Categories

Plumbing, Electrical, Pest Control, Noise Complaint, Security, Parking, Cleaning, HOA Complaint Form, Lift / Common Areas. Customisable per building or property type.

Tenant Tracking Codes

Tenants receive a #FSV-XXXX code on submission. They check progress at any time without calling reception - dramatically reducing inbound enquiry volume.

Contractor Assignment

Assign requests to maintenance contractors or internal staff with a deadline. Track whether the contractor has confirmed receipt and completed the job.

Audit Trail for Disputes

Every request is timestamped with full history - assignee, status changes, contractor notes, and tenant reply. Exportable for tenant disputes and property inspections.

Multi-Language for Diverse Tenants

Submission forms available in multiple languages - critical for properties in multilingual communities across South Asia, the Middle East, and East Africa.

Real example

A tenant reports a water leak - here's what happens

Resolution timeline

Tenant in Unit 14B scans lobby QR code

Submits: 'Water leak under kitchen sink - dripping since yesterday morning.' Category: Plumbing. Submits in 45 seconds.

Tracking code #FSV-7734 generated

Tenant has proof their request was logged. Screenshots the code. No need to call reception to chase.

Property manager notified instantly

Sees request in dashboard. Assigns to plumber contractor. Priority: High. Target: 24 hours.

Status visible to tenant

Tenant checks tracking code next morning - sees 'In Progress - assigned to maintenance team.' Knows it hasn't been forgotten.

Contractor attends and fixes the issue

Property manager logs contractor visit internally: 'Pipe connection tightened. No structural damage. Photo attached.'

Public reply sent to tenant

'The pipe connection under your kitchen sink has been repaired by our maintenance team. Please check and let us know if the issue recurs.'

Tenant confirms via tracking page

Sees 'Resolved' with full timeline and the contractor's reply. No phone call. No dispute. Full documented record.

Everything included out of the box

Zero-login submission for stakeholders

Unique #FSV-XXXX tracking code per issue

Kanban board - Received to Resolved

Team assignment with priority levels

Internal notes hidden from submitters

Public reply visible on tracking page

Resolution rate % on your dashboard

Multi-language submission forms

Branded QR codes with your logo

Email notifications on new submissions

Anonymous mode per board

Free to start - no credit card

FAQ

Common questions

Do tenants need to download an app or create an account to submit a request?

No. Tenants access the feedback form by scanning a QR code in the lobby or clicking a link in their welcome pack. No app download, no login, no password required. After submitting, they receive a unique tracking code to check the status of their request from any browser at any time.

Can I run separate boards for different buildings, properties, or HOA communities?

Yes. Each building, property, or HOA community can have its own tenant feedback portal or HOA complaint form with a unique QR code and category set. All submissions from all boards appear in a single dashboard, filterable by board, status, priority, or date.

Does FeedSolve provide an audit trail for maintenance disputes or legal purposes?

Yes. Every submission is timestamped and stored with its full resolution history - status changes, internal notes, assignee, contractor updates, and public replies. This provides a verifiable, exportable record for tenant disputes, deposit deductions, and property inspection records.

Can tenants submit maintenance requests anonymously?

Yes if you enable anonymous mode on the board. Tenants who prefer privacy can submit without providing contact information. They still receive a tracking code to check resolution progress. This is useful for noise complaints or concerns about shared facilities where tenants may not want to be identified.

How does this compare to a property management platform like AppFolio or Buildium?

AppFolio and Buildium are full property management suites covering lease management, rent collection, and accounting. Maintenance request handling is a sub-feature. FeedSolve is purpose-built for complaint resolution - zero-friction submission for tenants, Kanban workflow for property managers, full audit trail. It sets up in under 2 minutes versus days of onboarding for a full PMS.