How do we receive fault reports from our members?
Go to Settings → Extensions and choose Fault reports. Answer yes to the question about managing a shared building or facility, add the property manager’s name and email address, then switch the feature on. After that every approved member can report a fault, and every report goes as an email to that address.
How to do it
Open Settings → Extensions and choose Fault reports.
Answer the question "Do you manage a shared building or facility for your members?"
It need not be housing. A choir with a clubhouse of its own answers yes. The answer is saved whichever way you choose and can be changed at any time — but to change it to no while fault reports are running, switch the feature off first.
Fill in the property manager’s name and email address.
One address for the whole association. It is the address you already email when something breaks — they need no Membly account.
Save.
Switch Enable fault reports on.
The switch cannot be turned on before an address is saved — otherwise reports would be sent nowhere.
What the property manager gets
An email carrying the association’s name in the sender, the type of fault, the description, where it is, and any photos. The email can be replied to.
If your association keeps a residents register, the reporter’s apartment is filled in as the place of the fault, and someone who lives in several picks among them. The member can change the place, for example when the fault is in the laundry room.
When they reply, the answer lands on the case in Membly and reaches the reporter by email at the same time. Neither of them sees the other’s email address.
Email to the case address from anyone other than the property manager is not passed on to the reporter. It is kept on the case and shown only to the board, so you can see that something arrived without a stranger being able to write to your members in the property manager’s name.
What the board sees
Admins and anyone carrying the leader role see every report in the association, who filed it, and the whole conversation — it follows the permission, not a seat on the board. Other members see only their own.
The history stays when the board changes. That is the difference from reports going to an email address a former chair happened to own.
If you change property manager
Change the address in the settings. New reports go to the new address. Older cases remember who was originally told, but a reminder always goes to the address saved today.
If you switch fault reports off
The feature disappears from the menu and no new reports can be filed. Cases already filed remain, and can still be read, answered and closed — switching off means "we are not taking any more", not "what is there freezes".