Choose the decision contact
Tell the provider who can approve the assessment and any proposed work. Include a way to reach that person during the appointment. This avoids a situation where the resident can open the property but nobody present can decide on the repair.
Keep the reported issue intact
Ask the resident for the door’s current position, the symptom and any access problem. Forward those observations accurately. Do not turn a brief report into a definite diagnosis or promise that a particular part will be replaced before the equipment is assessed.
Agree how the outcome is shared
Clarify who receives the written scope, invoice and equipment information. If access controls change, coordinate the handover privately with authorized users. Retain the relevant records with the property so the next service provider can understand previous work without starting from an incomplete description.
Your questions
Who should meet the technician?
Arrange this with the provider and property owner. The person giving access should understand the plan, even if another person authorizes the work.
Should the resident send security codes in an open group?
Use an appropriate private channel for access information. Keep ordinary service coordination separate from credentials whenever possible.