Maintenance request management

Purpose

1.1. Automate the end-to-end flow of facility maintenance, equipment malfunction, and repair submission for educational institutions, ensuring compliance, audit trails, timely execution, and communication.
1.2. Automatedly gather requests from staff, students, or IoT sensors, route to facility teams or vendors, monitor SLA, automate escalations, document resolutions, and trigger compliance reporting.
1.3. Automates tracking of parts inventory, cost allocation, and integrates with institutional asset and compliance databases for regulatory audit readiness.

Trigger Conditions

2.1. Online form submission from intranet portals (e.g., Google Forms, Microsoft Forms).
2.2. Staff/server email sent to designated maintenance address (e.g., Outlook, Gmail, Zoho Mail).
2.3. SMS/WhatsApp/Slack/Teams message with defined keywords or templates.
2.4. Physical IoT device API send (fire alarm, HVAC sensor, smart lockers).
2.5. Periodic automation by calendar schedule (e.g., monthly equipment checks).

Platform Variants

3.1. Google Forms
• Feature: Form Submission Event – configure webhook or API to start automation on new form submit.
3.2. Microsoft Forms
• Feature: Automated Flow Trigger – connect via Power Automate Flow trigger for new entries.
3.3. Zapier
• Feature: Zap Webhook (Catch Hook) – automate ingestion of multi-source requests.
3.4. Make (Integromat)
• Feature: Webhook/Watch module – automates fetching and forwarding data to maintenance system.
3.5. Jira Service Management
• Feature: REST API / Issue Create – Post automated ticket with pre-set status and labels.
3.6. ServiceNow
• Feature: Incident API (POST api/now/table/incident) – automate incidents or maintenance tasks creation.
3.7. Trello
• Feature: Card Create (Trello API; POST /cards) – automatedly create a card in relevant board/list.
3.8. Slack
• Feature: Incoming Webhook or Bot Users – automate notification or request capture to a #maintenance channel.
3.9. Microsoft Teams
• Feature: Channel Message Bot – automate intake/notifications via dedicated bot app.
3.10. Zendesk
• Feature: Tickets API (POST /api/v2/tickets) – automate ticket creation, update, and closure tracking.
3.11. Freshservice
• Feature: Service Request API – automate creation and closure of maintenance requests, including SLA checks.
3.12. Gmail
• Feature: Watch Email/API – automate monitoring of inbox, parse requests, forward details via API.
3.13. Outlook 365
• Feature: Automated Rule + API connector – move maintenance mails to automation label and parse contents.
3.14. Zoho Desk
• Feature: Tickets API – automate ingestion and updating of request tickets.
3.15. Twilio SMS
• Feature: SMS Webhook – automate capturing maintenance alerts via SMS and pass payload to workflow.
3.16. WhatsApp Business API
• Feature: Automated Message Webhook – receive and parse maintenance requests for automation.
3.17. Salesforce Service Cloud
• Feature: Case Creation API – automate maintenance ticket opening, status updating, and notify relevant staff.
3.18. Todoist
• Feature: Project Task Creation API – automate task entry for facility-related issues.
3.19. Airtable
• Feature: Automated Table Entry – record requests, automate status fields, integrate with facility logs.
3.20. Asana
• Feature: Create Task (API) – automates assignment and tracking for maintenance staff.
3.21. Monday.com
• Feature: Item Creation (API) – automate new “maintenance” item with workflow status.
3.22. Smartsheet
• Feature: Row Addition/API – automatedly log requests, update status, or route for approval.
3.23. Notion
• Feature: Database Item Create (API) – automate record insertion, link to compliance docs.
3.24. HubSpot Service
• Feature: Ticket API – automate the opening and closing of facility-related tickets.

Benefits

4.1. Automates and accelerates response time, reducing downtime for classroom/equipment/facility use.
4.2. Reduces manual follow-up and enables SLA automating monitoring with instant notifications and escalations.
4.3. Centralizes audit trails for compliance, automating reporting for education regulators/accreditors.
4.4. Supports automated communication (email, SMS, chat) with requestors and maintenance staff, closing the loop.
4.5. Automator minimizes errors, improves predictability for budgeting and asset management.
4.6. Enables predictive, scheduled, and distributed automation across cloud, on-prem, and mobile environments.
4.7. Automatedly scales to support multiple campuses, departments, or facility teams.
4.8. Facilitates real-time transparency and analytics for administration, enabling proactive decision making.