Maintenance request submissions and status notifications

Purpose

1. Automates maintenance request submissions and status notifications, enabling staff and students to log facility issues, track requests, and receive automated updates, reducing response times and manual oversight.

2. Ensures continuous monitoring and rapid dispatch of issues to relevant maintenance personnel, automating escalation, status change notifications, and resolution confirmations through integration with communication platforms and ticketing systems.

3. Automates data collection for recurring issue analysis, improving resource allocation and operational efficiency in hotel management schools.

Trigger Conditions

1. Submission of a maintenance request form via web portal, mobile app, or email.

2. Change in maintenance ticket status: received, assigned, in progress, completed, or delayed.

3. Scheduled reminders for unresolved maintenance requests.

4. Completion of maintenance task updated in facility management system.

5. Escalation triggers when requests are overdue based on predefined SLAs.

Platform Variants

1. ServiceNow

• Module/API: Incident Management – Configure automated ticket creation and updates via POST/PUT to /api/now/table/incident.
  

2. Zendesk

• Feature: Triggers/Automations – Set up automation rules for ticket creation and notification emails.
  

3. Freshdesk

• Feature: Workflow Automator – Automated ticket routing and status updates sent via webhook/API.
  

4. Jira Service Management

• Feature: Automation Rules – Automate issue creation and update events with POST to /rest/api/2/issue.
  

5. Microsoft Power Automate

• Action: Prebuilt Flow – Automate forms-to-email or Teams notifications using “When a new response is submitted” trigger.
  

6. Google Workspace

• Script: Apps Script – Automates Gmail parsing, Google Forms responses, and Google Chat notifications.
  

7. Slack

• Feature: Workflow Builder/API – Automated DM and channel notifications using chat.postMessage.
  

8. Twilio SMS

• API: Programmable SMS – Send automated SMS notifications for status changes using /Messages endpoint.
  

9. SendGrid

• API: Mail Send – Automating email notifications and escalations via POST to /mail/send.
  

10. PagerDuty

• Feature: Event Orchestration – Trigger status-based on-call alerts via incident API.
  

11. Zoho Desk

• Feature/API: Workflow Automation – Automated ticket management with POST to /api/v1/tickets.
  

12. Monday.com

• Integration: Automate item status changes to send email or Slack notification using automation center.
  

13. Asana

• Feature: Rules Automation – On “Task updated,” send automated comment or email.
  

14. Trello

• Power-Up: Butler – Automate card movement/status and send notifications.
  

15. Salesforce Service Cloud

• Process Builder/API: Automate record creation/updates and trigger emails/alerts via process builder or REST API.
  

16. HubSpot

• Workflow: Automate support ticket status and email notifications using Service Hub.
  

17. Zapier

• Action: Multi-platform automator for connecting form submission to ticketing and messaging services.
  

18. Notion

• Automation API: Automate database updates and notifications on record edits using PATCH/POST /v1/pages.
  

19. Airtable

• Automation: Submit form → Status update → Notify users with Automated Emails/Slack using Airtable Automations.
  

20. Quickbase

• Pipelines: Automate request capture and notification workflows, integrating email and Slack actions.
  

21. Smartsheet

• Automation: Triggers on row changes, sends update requests or status notifications.
  

22. Intercom

• Custom Bot/Workflow: Automates maintenance conversations and follow-ups.
  

23. ClickUp

• Automations: Triggers on custom status/fields for automated assignments and notifications.
  

Benefits

1. Automates manual submission and follow-up, reducing delays and human error.

2. Improves transparency and accountability for maintenance workflows.

3. Notifies stakeholders automatically, increasing satisfaction and minimizing communication gaps.

4. Automating escalations prevents unresolved maintenance from being overlooked.

5. Provides automated analytics for operational improvements and facility budgeting.