Maintenance Requests
Maintenance Requests is a shared building fix-it register where anyone can report problems, urgent items alert the app owner, and reporters are notified when work is marked Done.
Included with every MangoApps plan.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Commercial Real Estate · Property Management · Education · Healthcare Facilities · Warehousing And Logistics
Overview
Maintenance Requests is a working register for reporting and following up on building and facilities problems. Any member can add a record with the required Request and Priority fields, then provide the Location, Asset, Reporter, Status, Due date, and Notes that help the person handling the issue. Status moves from New to Scheduled, In progress, and finally Done, creating a simple lifecycle for each repair.
The app includes three saved views: Open requests shows every record whose Status is not Done, Urgent isolates urgent work that remains open, and Done provides the completed history. The Overview screen combines a metric row with a board for a quick workload check, while All requests provides a grid and action bar for detailed review and updates. When an urgent request is added, Urgent request alert notifies the app owner. When a record is marked Done, Fixed → tell the reporter notifies whoever added it.
Use this template for lightweight facilities intake and communication, especially when a clipboard or spreadsheet makes urgent issues easy to miss. It is not a replacement for dispatched work orders in Field Service, IT tickets in Service Desk, emergency response procedures, or a specialist asset-maintenance system. Records can be edited and deleted, so teams that need an immutable audit trail should establish separate retention controls or use a system designed for append-only records.
Standards & compliance context
- Use the Urgent priority and immediate owner notification to support local hazard-escalation procedures, but do not treat the automation as a substitute for emergency response.
- For workplaces subject to occupational safety requirements, retain relevant maintenance evidence according to your organization’s record-keeping policy rather than relying only on this editable register.
- Where a maintenance issue affects a regulated facility, have the responsible facilities or safety lead define required review, approval, and retention controls before rollout.
- Do not use this register as the sole record for incidents, medical events, or specialized regulated work when a dedicated reporting process is required.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Add the Maintenance Requests app to your MangoApps workspace and confirm the app owner who should receive urgent request alerts.
- Tell every member to add a record as soon as they find a problem, completing Request and Priority and adding Location, Asset, Due, and Notes when those details are known.
- Review the Urgent saved view first, then use Open requests to assign attention by changing Status from New to Scheduled or In progress.
- Use the Overview board for a quick workload check and the All requests grid to correct details, review due dates, and add operational notes.
- Change Status to Done only after the repair or follow-up is complete so the Fixed → tell the reporter automation can notify the person who submitted it.
Best practices
- Write the Request as a specific observable problem, such as a leaking sink in the second-floor kitchen, rather than a vague phrase like needs fixing.
- Always complete Location and Asset when known so a technician can find the problem without a second round of questions.
- Reserve Urgent for issues requiring immediate attention and use Notes to explain the hazard, access restriction, or immediate containment already taken.
- Set Due when work has a clear target date and review overdue items in Open requests before accepting new scheduled work.
- Keep Reporter accurate when someone submits on behalf of another person so the completion notification reaches the right requester.
- Do not mark an issue Done merely because it was assigned; confirm the work is finished or the requested follow-up has been completed.
- Use the Done view to spot repeated failures by the same Asset or Location and turn recurring repairs into planned maintenance.
- Decide who may edit or delete records and correct duplicates promptly, since this app does not preserve deleted records as an append-only history.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What kinds of maintenance requests belong in this template?
Use it for building and facilities issues such as leaks, lighting faults, damaged doors, heating problems, and broken shared equipment. Each record captures the Request, Location, Asset, Priority, Reporter, Status, Due, and Notes. Dispatched work orders should live in Field Service, while IT issues belong in Service Desk.
Who can submit and manage requests?
Every member can add a record, making it suitable for issues discovered by occupants, facilities staff, or other colleagues. The app owner receives urgent request alerts and can coordinate status changes. Because records can be edited and deleted, define who is responsible for correcting or removing duplicates.
How should we use the request statuses?
Start each record as New, change it to Scheduled when work is planned, and use In progress while someone is working on it. Set Status to Done only after the repair has been checked or the requester has received an appropriate update. The saved views use this status to separate open work from completed history.
How often should the maintenance register be reviewed?
Review Open requests at least daily during active operations, with an additional check whenever an urgent alert arrives. Use the Overview screen for a quick workload check and the All requests grid for due dates, assignments, and notes. A regular weekly review can identify recurring assets or locations that need planned attention.
Does this replace a work-order or IT ticketing system?
No. This template is a lightweight front door for building maintenance requests and their status. Use Field Service for dispatched work orders and Service Desk for IT tickets, so detailed operational workflows remain in the systems intended for them.
What happens when someone reports an urgent issue?
When a record is added with Priority set to Urgent, the Urgent request alert automation notifies the app owner. The owner can then review the Location, Asset, Notes, and Due fields and update Status as the response progresses. The alert does not replace site-specific emergency procedures or safety escalation.
How does the reporter know a repair is complete?
When Status changes to Done, the Fixed → tell the reporter automation notifies whoever added the record. This closes the communication loop without requiring the reporter to repeatedly check the register. Confirm that the record was added by the correct Reporter or requester when submitting on someone else's behalf.
Can we customize the fields and priority choices?
Yes, the working app can be tailored in your MangoApps workspace for local terminology and review practices. Keep Request, Priority, and Status required so the saved views and automations continue to produce useful results. If you add fields, use them to clarify access instructions, recurring faults, or approval details rather than duplicating notes.
What is the advantage over a clipboard or shared spreadsheet?
The app gives everyone one place to add records, while Open requests and Urgent saved views isolate the work that needs attention. The Overview screen provides a board and metrics, and automations notify the owner or reporter at key moments. Unlike an informal list, each request has a defined status, priority, location, asset, and due date.
Related templates
Ready to use this template?
Maintenance Requests runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
