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Set up and manage work requests

Set up how work requests reach your team, then accept or reject them.

Written by Eve

How do requests work?

There are two ways to receive work requests: a public request link that anyone can use, and Internal Requester users who log in to submit and track their own requests.

You can enable one or both. See Work requests for a comparison.

Option 1: Public request link

Each organisation can enable a unique, revocable link to distribute to work requesters, or convert to a QR code for display. Anybody with the link can submit a request, without logging into Maintainly.

To enable the public request link:

  1. Navigate to Settings > Work Requests;

  2. Toggle Public requests to On;

  3. Distribute the link to your potential work requesters.

Option 2: Internal Requester users

Internal Requesters are free users who can submit work requests from the Maintainly web or mobile app, and view all of their past requests. Their contact details come from their user account, so they don’t need to enter them on every request.

To invite Internal Requesters:

  1. Navigate to Settings > Users;

  2. Click Add people;

  3. Select the Internal Requester permission level;

  4. Nominate the sites the user/s can submit requests for;

  5. Enter a valid email address for each user;

  6. Click Invite.

Each user receives an email with instructions to accept the invitation and set their password.

Manage work requests (accept or reject)

All submitted work requests are available via Maintenance > Work Requests, in the left-side menu.

Requests from both the public link and Internal Requestors appear in this list.

To manage work requests that have been submitted:

  1. Navigate to Maintenance > Work Requests.

    Note: By default, the requests list is already filtered to Requested. use the advanced filter to view requests that have a different status.

  2. Click the title of the request;

  3. Click either Accept, or Reject;

  4. If accepted, from the asset hierarchy, select the correct asset to which the task should be assigned;

    NOTE: If the requester initiated the request by scanning an asset QR label, the request will already be linked to that asset.

  5. Click Confirm.

Where can I find the request link?

The maintenance requests public link can be found via Settings > Work Requests in the left-side menu.

Revoke the request link

It may on occasion become necessary to revoke the public work request link (eg. if there is a rotation of individuals that should no longer have access to the work request submission URL)

If revoked, any individuals currently with access to the link will no be able to submit work requests (until you provide them with the new link).

Revoking the public link does not affect Internal Requestors. To remove an Internal Requestor’s access, archive the user via Settings > Users (see User management for administrators).

To revoke the public work request link:

  1. Navigate to Settings > Work Requests;

  2. Toggle Public requests to Off;

Mange request options

There are several options that Administrators can enable/disable on requests. You can access these options via Settings > Work Requests in the left side menu:

  1. Required fields - elect to force public requesters to enter their email and/or phone (Internal Requestors’ details come from their user account);

  2. Asset Information - nominate whether the user can see the asset name (asset alias) when scanning a Maintainly asset QR code;

  3. Notifications - elect to send email notifications to the work requesters. If turned on, requesters will receive a maximum of four emails; request has been received, request has been accepted or rejected, work has commenced, task has been closed.

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