Reporting and follow-up on maintenance requests

Purpose

1.1. Automate the monitoring, reporting, delegation, and follow-up of maintenance issues in public swimming pools for swift resolution, resource optimization, compliance, and operational continuity.
1.2. Automates submission from facility staff, tracks repair status, streamlines notifications, documents compliance, escalates unresolved tickets, and enables reporting via dashboards and scheduled exports.
1.3. Ensures a closed automated loop between issue detection, technician assignment, repair verification, and management review.

Trigger Conditions

2.1. New maintenance request submitted via form, app, email, or IoT sensor event.
2.2. Status update on maintenance ticket in tracking platform.
2.3. Escalation flag when repair exceeds a predefined SLA.
2.4. Periodic reporting schedule met (daily, weekly, monthly).

Platform Variants

3.1. Microsoft Power Automate
• Feature: "When a form is submitted" flow; Sample: configure Microsoft Forms + SharePoint for ticket creation.
3.2. Zapier
• Feature: "New row in Google Sheets" trigger to "Send Slack Message"; Sample: automate escalation notices.
3.3. Slack
• API: `conversations.postMessage`; Sample: automatedly notify swim pool staff channel for each request.
3.4. Jira Service Management
• API: `/rest/api/3/issue`; Sample: automate ticket creation and status update workflows.
3.5. Trello
• API: `/1/cards`; Sample: automated creation of new maintenance cards.
3.6. Twilio SMS
• Feature: Programmable Messaging; Sample: send automated status/follow-up texts to contractors.
3.7. ServiceNow
• API: Incident Management; Sample: auto-create/assign a maintenance incident.
3.8. Salesforce
• Feature: Case Management; Sample: automate escalation via workflow rules.
3.9. Zendesk
• API: `/api/v2/tickets`; Sample: automate ticket and reminder creation.
3.10. Google Workspace
• Apps Script: auto-generate reports, email follow-ups, save attachments to Drive.
3.11. Asana
• API: `/tasks`; Sample: automate work order creation and assignment to technicians.
3.12. Freshdesk
• API: Ticket Creation; Sample: automate new maintenance task workflow.
3.13. Monday.com
• API: `create_item`; Sample: trigger automatable board updates on ticket progress.
3.14. Notion
• API: Database update; Sample: track and report maintenance lifecycle.
3.15. Smartsheet
• API: Automated alerts & actions; Sample: auto-email on overdue maintenance.
3.16. Mailgun
• API: `messages`; Sample: automate custom notifications or escalations.
3.17. SendGrid
• API: Transactional Mail; Sample: send automated compliance reports to management.
3.18. Intercom
• API: Messenger Automation; Sample: follow up with staff on request completion.
3.19. Airtable
• API: Automated scripts; Sample: update request status in base and sync with other tools.
3.20. PagerDuty
• API: Event triggers; Sample: automate escalation and alerting on critical issues.
3.21. Microsoft Teams
• Webhook: Automated ticket and report notifications to operations channel.
3.22. ClickUp
• API: Task Automation; Sample: create automatable task lists and recurring review schedules.
3.23. Todoist
• API: Add Task; Sample: automate reminders for follow-up actions.
3.24. HubSpot
• Workflow Automation; Sample: assign automated follow-up tasks to O&M team.
3.25. Pipedrive
• API: Activities endpoints; Sample: create automated maintenance log entries.

Benefits

4.1. Automates error-prone manual effort and reduces turnaround times for resolving maintenance requests.
4.2. Automated escalation and follow-up workflows improve pool operation continuity and user safety.
4.3. Automator eliminates bottlenecks, ensures compliance, and generates detailed automated reports for stakeholders.
4.4. Automation enables cross-team visibility and audit trails, reducing compliance risk.
4.5. Automatable processes free up staff for higher-value tasks and increase satisfaction by maintaining consistent pool facilities.