Defects and incidents
How to log a building defect or incident, track its status, and link it to insurance or maintenance.
Before you start
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You have photos or a written description of the defect or incident.
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For incidents involving injury, you have completed any immediate safety obligations (emergency services, first aid) before logging in StrataBuddy.
Log the defect or incident
Go to Compliance → Defects & incidents → New. Select the type (Defect or Incident), describe the issue, note the location, and attach photos. Set the priority level to reflect urgency.
Assign responsibility
Assign the record to a committee member or the managing agent. The assignee receives a notification and can add updates, change status, and upload resolution documents.
Link to a work order or insurance claim
From the record, use Link to work order or Link to insurance claim to associate the defect or incident with the remediation action. Linked records keep the full context together for audits and future reference.
Close the record
Once resolved, change the status to Closed and attach any resolution documentation (e.g. engineer's sign-off, final invoice). The closed record is retained in the compliance history.
Frequently Asked Questions
What is the difference between a defect and an incident?expand_more
A defect is a structural or building fault (e.g. cracked concrete, leaking roof). An incident is an event that occurred (e.g. a slip-and-fall, flooding). Both require a record for liability and insurance purposes, but incidents may trigger additional reporting obligations.
Do I need to notify the insurer of an incident?expand_more
Check your policy — many policies require notification within a specified period (e.g. 7 days) of an incident that could give rise to a claim. StrataOwn's link to the insurance claim record helps ensure this step is not missed.
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