The public request form
The public request form gives people a simple way to report a maintenance issue without creating an account first. The request still enters MaintenanceOps as a tracked, routed request that a manager can approve or decline.
Find your public request link
Section titled “Find your public request link”Managers and administrators can find the organization’s public request link under Settings → Public request form.
From Settings you can copy the link, preview the form, and customize the heading and welcome message. The form also uses your organization’s branding.
Put the link where people already work
Section titled “Put the link where people already work”| Placement | Good use |
|---|---|
| QR code | Hallways, rooms, equipment areas, common spaces |
| Staff intranet | Employees who already use an internal portal |
| Email signature or announcement | Launching or reinforcing the request process |
| Facilities page | Giving people one standard place to report problems |
A public request link works best when people do not have to hunt for it.
What the submitter enters
Section titled “What the submitter enters”The form asks for:
- Your name and Your email
- What’s the issue? — becomes the work-order title
- Describe what’s happening — the details
- Location — selected from the locations you make available
- Is this urgent? — routine or urgent
- When does this need to be done? — optional target date
After submitting, the person receives an on-screen confirmation with the work-order reference number.
What happens after submission
Section titled “What happens after submission”Submitted → Requested → Manager review → Approved & assigned or Declined
The request is routed to the manager responsible for the selected location. It does not become active maintenance work until a manager approves it.
See Requests and approvals for the complete workflow.
If the email matches an existing account
Section titled “If the email matches an existing account”If the email on the public form matches an existing MaintenanceOps user, the request is linked to that account and can later appear in My requests.
If the email does not match an account, the request still comes through. The submitted name and email stay with the request for follow-up.
Before sharing the link widely
Section titled “Before sharing the link widely”Check these three things first:
- Requestable locations use clear, familiar names.
- Managers are assigned to the locations they are responsible for.
- The welcome message tells people what to report and what to do for emergencies.
Why use a public form
Section titled “Why use a public form”A public form turns hallway conversations, loose emails, and verbal reports into work that can be tracked from the beginning.