Facilities Manager — hands-on walkthrough

From a reported issue to a closed work order

This is the core loop of the product: someone reports a problem, it's approved and converted into scheduled work, a technician executes it, and a supervisor reviews and closes it.

1. Go to /portal — the requester's "My requests" home. Click Request help.

2. On the "How can we help?" form, fill in:

   • What kind of issue is it? → Heating and cooling
   • How urgent is it? → Urgent
   • Where is the issue? → pick the option ending in "Room 301"
   • What is happening? → a few sentences describing the problem (20+ characters required) — for example: "Rooftop AHU Unit 1 on Floor 91 is short-cycling and blowing warm air instead of cool air. It has been doing this since this morning and the room temperature is now above 27C, which is affecting the equipment stored in Room 301."
   • Optionally attach a photo under "Photos (up to 5)" — drag a file in or click to browse.
   • Click Submit request.

   What you'll see

   The request opens showing status Submitted, with an "Updates" timeline starting at "Request submitted."

3. As a supervisor, go to /service-requests/triage. The new request appears with status Submitted. Click Decide, type a comment in Reason (e.g. "Confirmed with facilities team, HVAC issue affecting Room 301 is a priority."), and click Approve.

   What you'll see

   Status changes to Approved, and a Convert to work order button appears.

4. Click Convert to work order.

   What you'll see

   The request disappears from the triage queue (it's been converted); a new work order now exists with a generated number like WO-202609-000001, visible under Work Orders in the left nav.

5. Go to /dispatch (the Assignment board). The new work order appears in the Backlog column. Click Select for assignment on its card, then click the "Place [work order number] here" slot under the technician you want to assign it to.

   • A Start / End planned window appears — fill in both date/times, then click Assign.

   What you'll see

   The work order moves out of the Backlog and onto the technician's column with status Assigned. Check Mailpit — a "Work order [number] assigned" email has landed for that technician.

   Heads up

   If the technician hasn't been granted access to that location yet, you'll see a "NO ACCESS TO THE WORK LOCATION" warning and the assignment won't go through — grant access first from Facilities administration → Location Access Grants, picking the technician, the facility, and scope Operate.

6. As that technician, open /technician (the Technician workbench). The assigned work order is listed with a Start work button.

   • Click Start work. Status becomes In Progress.
   • Under Notes, type a field note and click Add note.
   • Under "Put this job on hold", type a reason and click Pause work — status shows the pause; then click Resume work to continue.
   • Under the reading fields, type a Reading name (e.g. "Supply air temperature") and a Value (e.g. "18.5C"), then click Add reading.
   • Under Complete work order, fill in Action taken, Root cause, and Completion notes, then click Complete work order.

   What you'll see

   Status changes to Completed, and every action above appears in the Timeline at the bottom of the page.

7. As the supervisor, open the work order at /work-orders/{id}. Under Review completion, type a comment and click Approve — status becomes Approved. Then under Close work order, type closure notes and click Close — status becomes Closed.

Assets, the location hierarchy, labels, and imports

1. Go to Facilities administration → Hierarchy (/operations/hierarchy-tree). Type "Room 301" into the search box and click Search — the result shows the room with its full breadcrumb path (Portfolio / … / Room 301).

2. Go to Assets (/operations/assets). The seeded asset "Rooftop AHU Unit 1" is listed. Scroll the table right to see the row actions: View, Edit, Print label, Archive, Upload photo, Upload document, Request move.

3. Click Print label — this downloads a printable HTML label for the asset containing a scannable QR code that resolves back to the asset's page when scanned.

4. Click Request move. Choose a destination under Move to (e.g. a different floor in the same building) and type a Reason (e.g. "AHU relocated to a dedicated mechanical bay on Floor 91 during the retrofit."), then click Submit.

   • As a manager, go to Asset Movements (/operations/asset-movements). The request shows status pending with Approve / Reject actions. Click Approve, add a note, and submit — status becomes approved and a Complete action appears. Click Complete, confirm, and status becomes completed.

5. Go to Assets → Import CSV (/assets/import). Choose a CSV file and map its columns: asset_code, name, location_code, plus optional asset_tag and category_code. Click Preview.

   What you'll see

   A count of valid vs. invalid rows, with the specific validation error for any bad row (e.g. "This field is required" for a missing name) — nothing is written yet. Commit import only becomes available once every row in the file is valid — a deliberate safety gate so a bad batch can't partially land. Fix the file (or drop the bad rows) and re-upload; once the preview shows 0 invalid, click Commit import to create the assets.

6. Back on the Assets list, click Upload photo on the asset's row. Choose a file under Photo, optionally type a Caption (e.g. "Rooftop AHU Unit 1 - contactor replacement, Sep 2026"), and click Submit. The photo is attached to the asset. Upload document on the same row works the same way — choose a file and submit.

Inspection checklists

1. Go to Checklist Templates (/operations/checklist-templates/create). Fill in:

   • Name → e.g. "HVAC Rooftop Unit Safety Inspection"
   • Type → Safety
   • Applies to → Inspection
   • Under Checklist items, fill the first item's Prompt (e.g. "Is the unit free of unusual noise or vibration?") and set Response type to Yes/No. Click Add item for a second item (e.g. "Is the condensate drain clear and free of leaks?", also Yes/No).
   • Click Create.

2. On the resulting Edit screen, click Publish and confirm. Publishing locks in an immutable version — editing the template afterwards does not change a version that's already published (a new one is versioned separately). The template list shows Published versions: 1.

3. Go to Inspector workspace (/operations/inspector-workspace) and click Schedule inspection. Fill in the target asset, the inspector, an inspection type, and a scheduled date/time, then Save.

   What you'll see

   The inspection appears under Upcoming and on the workspace calendar with its type and target asset shown.

   Known gap

   This quick-schedule form doesn't currently offer a field to attach a checklist template to the inspection, even though the guided inspection screen (next step) needs one to show any items. Until that's added, linking the two is a one-line fix an administrator makes for you behind the scenes — worth flagging to your Facilities Manager contact rather than something you'll find a button for today.

4. Open the inspection from the workspace calendar (or go directly to /operations/guided-inspection-execution?inspection={id}) and click Start inspection. Status changes to In Progress and the checklist's items appear, each with a Select an... dropdown (Yes/No for a boolean item) and its own Save button.

   • Answer the first item Yes and click its Save — a green Pass tag appears next to it.
   • Answer the second item No and click its Save — a red Fail tag appears, and the Preview result at the top of the page updates to Fail with a Preview score.
   • Under Comment, type a note (e.g. "Condensate drain has a slow leak at the trap; recommend replacement.") and click Add comment.
   • Under Signature name, type the inspector's name and click Capture signature — this satisfies the "capture a signature before completing" requirement shown in the checklist above the items.
   • Click Complete inspection.

   What you'll see

   Status becomes Completed, locking the checklist answers; the overall result and score stay visible as they were at completion.

5. Go to Failed-item triage (/operations/failed-item-triage). The failed item appears grouped by severity (e.g. under MEDIUM), showing its prompt and the asset it was raised against. Click Raise corrective.

   What you'll see

   The button is replaced by the new work order's number (e.g. WO-202609-000002). Opening Work Orders (/operations/work-orders) confirms it: a work order titled "Corrective: [the failed item's prompt]" — one corrective work order per failed item, named directly after what failed, ready to be assigned and worked exactly like any other work order from Scenario A.

Preventive maintenance

1. Go to Maintenance → Pm Schedules (/operations/pm-schedules/create). Fill in:

   • Name → e.g. "Rooftop AHU Unit 1 - Quarterly PM"
   • Applies to → An asset
   • Asset → search and pick "Rooftop AHU Unit 1"
   • Recurrence type → Quarterly
   • Checklist template version → pick the published version of the checklist template you created in Scenario C
   • Anchor date → any date (e.g. tomorrow)
   • Click Create.

   What you'll see

   The schedule is saved and linked to both the asset and the checklist, ready to generate its first work order occurrence on schedule (generating the same due occurrence twice never creates a duplicate work order — it returns the existing one).

2. Go to Fleet Assets (/operations/fleet-assets/create) and create a vehicle: Category → Utility Vehicles, Location → pick your facility, Code → e.g. "VEH-001", Name → e.g. "Utility Truck 1", leave Status as Available, then click Create.

3. Go to Drivers (/operations/drivers/create) and create a driver linked to a real login: Linked user account → pick the technician you created earlier (e.g. "Jordan Silva"), Name → "Jordan Silva", License number → e.g. "DL-4821093", License expires on → a future date, then Create.

4. Go to /fleet/checkouts (Vehicle checkouts). The vehicle appears under Available. Click Check out, fill in Driver (pick the driver), Odometer (km) (e.g. "12000"), Fuel level (0–1) (e.g. "0.8"), Key reference (e.g. "KEY-014"), and Signature (the driver's typed name), then click Confirm checkout.

   What you'll see

   The vehicle moves to Checked out, showing who has it and since when.

5. As that driver, sign in and open /driver-portal. Four actions are available on the checked-out vehicle: Pre-trip check, Log reading, Report defect, Report accident.

   • Click Log reading, leave Type as Odometer, enter a Value (e.g. "12085"), and click Log reading — it's recorded immediately under "What you've logged."
   • Click Report accident, fill in Location (e.g. "North Riverside Campus loading dock") and What happened? (e.g. "Minor collision with a parked pallet jack while reversing; rear bumper scraped."), then click Report accident.

   What you'll see

   A work order is created automatically — type fleet_maintenance, priority urgent — summarised from what you typed. Reporting the same accident again (the system recognises it by its own record, not by re-typing the same words) never creates a second work order; it always resolves back to the one already raised.

6. Back on /fleet/checkouts, click Check in on the vehicle, fill in the closing Odometer (km), Fuel level, and Signature, then Confirm check-in — the vehicle returns to Available and the trip appears under "Recent activity" with its out/in odometer readings.

Inventory and labor on a work order

1. Go to Inventory Stores (/operations/inventory-stores/create) and create one: Code (e.g. "STORE-01"), Name (e.g. "Central Parts Store"), a required Location, optional Custodian, then Create.

2. Go to Inventory Items (/operations/inventory-items/create) and create one: Code (e.g. "ITEM-CONT-40A"), Name (e.g. "HVAC Contactor, 40A"), Category (e.g. "HVAC parts"), Unit (e.g. "each"), Reorder level and Standard cost (numbers, default 0), optional Preferred vendor, then Create. Actual stock quantities live on a separate per-store ledger, not on this form.