Short answer

Raise the defect as normal, then assign it to your supervisor instead of leaving it on yourself. It drops off your list, the supervisor is emailed straight away, and the record shows you reported it. Once a month the supervisor reviews the defects assigned to them, sets priorities and decides what gets fixed. For each one that does, create a job, assign it to whoever will do the repair, and leave the defect with the supervisor who is overseeing it.

Detail

Why it fills up. A defect is assigned to the person who raises it by default. If you inspect a play area every month and cannot repair what you find, the same faults sit on your list and the list stops being useful. Handing the defect over is the fix, and it is also your proof: the defect is dated, has your photo, and names who it was passed to.

How to hand it over.

  1. Raise the defect on the mobile app as usual (+ then Defect, or from a failed checklist item).
  2. In the assignee box, tap to remove yourself, then add your supervisor.
  3. Tap Create. The supervisor gets an email as soon as it is created. If you have no signal, the app saves it and syncs when it can, so there is nothing to wait for on site.

The monthly review. The supervisor works through the defects assigned to them on the web app, sets each priority (Low, Medium, High or Urgent), and chooses what to fix in the coming month. To schedule a repair, open the defect and use Create Job. The job goes to the person doing the work; the photo taken when it is finished gives you the before-and-after against the defect. See Fixing defects with jobs.

Faults you cannot repair. Where the fault stays as it is (a missing cover with nothing to screw it back onto), set the defect to Monitoring and schedule a recurring check rather than raising a fresh defect every month. See how to monitor a defect over time.

Cleaning up your own list. On the mobile app tap the filter icon (top right), switch on Hide completed and tap Apply. Finished work then drops off your list. Defects you mark Fixed disappear the same way.

Watch-outs

  • The supervisor needs the Supervisor role. A Field Operative only sees tasks assigned to them or created by them, so a supervisor on that role cannot see the team's defects. An admin changes the role under Manage Account, then Users. See What can a Field Operative actually do in Civic.ly?.
  • Dangerous faults come first. If something is unsafe, make it safe on the day. Still log it afterwards, so there is a record that you found it and what you did.
  • Agree the process once. Decide who every defect goes to and when the monthly review happens, so it does not depend on one person remembering.