Maintenance request submission and tracking automation

Purpose

1. Automate maintenance request submission, tracking, updates, reminders, and report generation for school facility management.

2. Enable staff, faculty, and students to automatedly report facility issues via multiple digital channels.

3. Automate assignment of maintenance requests to appropriate personnel or teams.

4. Automated notification, escalation, and status tracking of requests.

5. Facilitate compliance, record-keeping, and analytics for school administrators regarding maintenance.

Trigger Conditions

1. Maintenance request form submission on school intranet or web portal.

2. Email sent to maintenance or facility team.

3. SMS/WhatsApp message received by designated facility number.

4. Ticket created in helpdesk system.

5. Entry in maintenance request spreadsheet or database.

6. Voice call to dedicated facility hotline with automated transcription.

7. QR code scan at location with subsequent mobile form fill.

8. Slack/Microsoft Teams direct message to facility bot.

9. API call from external facility sensors detecting malfunction automatically.

10. Push notification trigger from mobile app.

Platform Variants

1. Microsoft Forms

• Feature: Automates input capture via digital form.
  
• Setting: Configure flow to submit response to SharePoint or Teams channel.
  

2. Google Forms

• Feature: Automates request intake via simple form.
  
• Setting: Automate Google Sheets integration with new form responses.
  

3. Zapier

• Feature: Automates cross-platform task creation.
  
• Setting: Create Zap for new Google Form to send request to Trello.
  

4. Trello

• Feature: Automates maintenance ticket board creation.
  
• Setting: Use API to auto-create card for new requests.
  

5. Jira Service Management

• Feature: Automator assigns and tracks maintenance issues.
  
• Setting: Automate issue creation with custom fields via REST API.
  

6. Freshdesk

• Feature: Automates helpdesk ticket creation and routing.
  
• Setting: API integration for automatic ticket creation from external forms.
  

7. ServiceNow

• Feature: Automates enterprise-scale request workflow.
  
• Setting: REST API automation for incident/inquiry creation.
  

8. SendGrid

• Feature: Automates email notification to requesters and staff.
  
• Setting: Automated email triggered via API on ticket creation.
  

9. Twilio

• Feature: Automates SMS submission and response for requests.
  
• Setting: SMS webhook triggers automation when new message received.
  

10. Slack

• Feature: Automates notifications/channel alerts to maintenance team.
  
• Setting: Slack bot or webhook for inbox posting on new requests.
  

11. Microsoft Teams

• Feature: Automates message and adaptive card delivery in Teams.
  
• Setting: Graph API automation for new ticket summary notifications.
  

12. Monday.com

• Feature: Automates maintenance item workflow.
  
• Setting: Board automation via item creation API.
  

13. Asana

• Feature: Automates task creation and updates.
  
• Setting: Automator triggers new task API call on external form input.
  

14. Airtable

• Feature: Automates maintenance request record storage.
  
• Setting: Public form + API automation for new record creation.
  

15. Zendesk

• Feature: Automates ticketing, status, and communication.
  
• Setting: API automation for ticket intake, status update, and custom fields.
  

16. DocuSign

• Feature: Automates e-signature workflow for cost approvals.
  
• Setting: Embedded signing via API on maintenance request over cost limit.
  

17. Smartsheet

• Feature: Automates tracking with sheet row creation and workflow.
  
• Setting: API receives new requests, triggers update automation to teams.
  

18. OTRS

• Feature: Automates ticket creation and escalation for requests.
  
• Setting: Integrate new request API for automatic queue assignment.
  

19. Notion

• Feature: Automates maintenance database and notification flow.
  
• Setting: API for automatic page creation and notification in Notion workspace.
  

20. Power Automate

• Feature: Automator for custom prebuilt or cloud flow, integrates Office 365.
  
• Setting: Flow triggers on form/email, creates item in SharePoint, sends alert.
  

Benefits

1. Automated request capture speeds maintenance response times.

2. Automating assignment reduces manual errors and delays.

3. Automated notifications keep staff updated without additional effort.

4. Automatable compliance tracking and reporting simplifies audits.

5. Automation eliminates paperwork, centralizes request visibility.

6. Automator enables proactive, scheduled, and ad-hoc maintenance planning.

7. Automated escalation ensures urgent issues are never missed.

8. Automatedly integrates with sensors and IoT for real-time maintenance alerts.

9. Automating multi-channel submission caters to diverse user preferences.

10. Automatable analytics drive continuous improvement in facility management.