Work Request System

Published 10/09/2022

Work Request System

What is a Work Request?

Enable tenants, residents and other building contacts to report a maintenance work request quickly and easily for any type of maintenance issue. The Work Request can automatically go to preferred contractors for specific items or it can be reviewed and assigned to a contractor by the building management, strata management or facility manager. Contractors can receive work requests in the field and action them with ETA's, updates on work and notifications when complete.

The Work Request is the method of logging a maintenance request for action. Commonly by the building or tenant contact that has experienced the issue but may also be on their behalf by a facility or building manager after receiving a verbal report or discovering a maintenance issue after completing a walk by or audit/inspection of the premises.

Work Request Form

Commonly the Work Request form will feature fields such as:

- Name
- Phone
- Email
- Exact Location
- Access Instruction
- Point of contact
- Description of maintenance issue
- Type of maintenance issue
- Priority

View Sample Form

Looking to setup a Work Request System? See how our online platform works:

Common Work Request Categories

The work request is the first report of a maintenance problem. It's a form that may be filled out by a number of different building of facility contacts depending on the nature of the request. A work request form is submitted for a range of maintenance works, often ranging from:

- Carpentry
- Grounds Maintenance
- Sprinkler Services
- Gutter Cleaning
- Painting
- Property Cleaning
- Plumbing
- Smoke Alarm Maintenance
- Tree Surgery
- Window Furnishing
- Electrical
- Fire Services
- General Maintenance / Handyman
- Locksmith
- Pest Control
- Waste Removal
- Air Conditioner Service
- Security
- Test and Tag - Electrical
- Building Trade
- Glazier
- Paving
- Door repairs

A Work Request Contractor Workflow

Contractors need to juggle a lot of different work requests on the go. It's important they have a dashboard of work requests to easily keep track of what one's they are assigned and are still open. Which ones require updates, what is overdue, what's new and which buildings are they going to for works.

- Contractor registry of open work requests
- Recurring work requests with scheduled dates
- Providing updates on jobs as they are in progress
- ETA for parts or arrival on site
- Ability to flags a job as complete

This centralised approach helps ensure contractors don't miss work requests and are able to action them

Create a Custom Work Request Form

Using our Work Request form builder, you can create a custom work order form specific to your requirements and organisation needs. Whether it be custom maintenance categories, how you classify work orders by site, property, unit or department or it might be having specific fields that match you trust accounting setup.

- Setup custom forms

- Create custom field classifications

- Integrate with your trust accounting

- Setup custom workflows from initial work request through to assigning to contractors and work order notifications

- Create custom work order registries

Let Contractors View Work Requests Assigned to them

Using a Work Request system you can enable your contractors to view work requests that have been assigned to them so that they can provide updates directly on jobs they have been assigned. This might range from ETA on parts of job completion or other updates on progress made or expected actions.

- view currently assigned work requests
- registry of previous work requests
- ETA on parts of job completion updates
- updates on progress

Work Request System: Common Workflow

The common workflow starts with:

1: Log a Work Request
Filling out what happened, where, what needs to be fixed, who it affects, category, priority

2: Review
Work Request received, review the details, make sure everything is correct

3: Assign to a preferred contractor
Issue the work request to one or many contractors

4: Provide updates
Whether its the facility or building manager providing updates or coming straight from contractors

5: Work Request complete and closed
When the last update has been made and the job is complete, close the work request and moved to the closed work request registry.

Setting up a Work Request System

It's easy to set up a work request system, you can have one specific to a building or facility or it can be for an entire portfolio of sites. Fill out the form below to try our setup and create your own forms, registry and workflows. Try using our ready to go Work Request system full of forms, templates, registries and tools for custom workflows.

- Setup a dedicated Work Request portal where different user types (tenants, workers, building staff, customers, or any other role type you wish) could log maintenance work requests

- Setup a contractor register of compliant and approved contractors to assign work requests to

- Live registry of updates, works in progress and assigned job tasks

- Integrated preventative maintenance registry

- Setup custom form workflows around costs, quotes, schedules, notifications and more

- Asset register

Get started here with a Work Request system

Mix and match the options unique to your work order management process