Three Facility Records: Assets, Jobs, and Tenant Faults
Planned maintenance, reactive faults, and technician proof often sit in separate spreadsheets, duty phones, and paper service reports.
Pattern you can adapt in Workspace Studio — not a packaged vertical SKU. Asset taxonomy, SLA rules, and tenant portals differ by portfolio.
Facility ops revolves around three records: the asset (what needs servicing), the work order (planned or reactive), and the service report (proof for SLA and billing).
When PPM lives in Excel and faults arrive by phone, dispatch lacks context and invoicing waits on paper returns from the van.
The workflows below connect asset → work order → technician capture → tenant update on one record set.
Automated Preventive Maintenance Scheduling
Asset register with service frequency generates recurring work orders before due dates — overdue jobs surface on the dispatch board.
The problem
A fragile PPM spreadsheet means one missed row becomes a missed service, an SLA breach, and a penalty line item.
Implementation
Asset register with location, service frequency, and last-service date. Recurring automation generates work orders; dispatch board highlights overdue and at-risk jobs.
- Log each asset, its building location, and required service interval.
- Automation creates work orders ahead of the due date.
- Dispatch dashboard shows overdue, due-soon, and completed PPM by site.
Expected result
Better SLA compliance coverage, fewer missed maintenance events, and early visibility before penalties trigger.
Mobile e-Service Reports
Technicians complete digital checklists, photos, and sign-on-glass on site; reports sync to the job record for billing.
The problem
Paper service reports return late or incomplete. Admin chases technicians; invoicing stalls on missing proof.
Implementation
Technician smart-link workflow: assigned jobs show required checklist items; completion requires photos and client sign-off before the record closes.
- Technician opens assigned job via smart link on mobile.
- Digital checklist, timestamped photos, and sign-on-glass capture on site.
- Completed report syncs to the office dashboard and job record immediately.
Expected result
Shorter invoice cycle after job completion, fewer proof disputes, and no paper bottleneck between van and office.
Tenant Fault Reporting via QR Code
Location-tagged QR codes open a fault form with photo upload; tickets route to the helpdesk with building and area context.
The problem
Phone calls and unstructured WhatsApp messages force helpdesk to extract location, urgency, and photos before anyone can dispatch.
Implementation
QR codes tied to building areas open a secured fault form. Submissions create tickets with location, photo, and urgency already attached.
- Place unique QR codes in lobbies, restrooms, pantries, and common areas.
- Tenant submits fault with photo and contextual fields through the form.
- Ticket lands on the dispatch board tagged by location and priority.
Expected result
Lower helpdesk call volume, faster first-response time, and technicians arrive with location context and photos.
Where to start
Start with either PPM scheduling or tenant fault intake — both create timestamped records for SLA measurement.
Technician mobile forms close the loop: checklist, photos, and signature on the job record before billing.