Facility Management Template

Manage maintenance requests, assets, and locations in one place, with AI-prioritized work orders for your whole team.

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Overview

This free template helps you build a facility management app that keeps maintenance requests, assets, and locations in one place, using your existing data, no coding required. Employees submit requests, technicians manage assigned work orders, and admins oversee it all, with ticket priority set automatically by AI.

It includes a sample database so you can quickly see how to structure your data for this use case. You can also connect it to other data sources supported by Softr, such as Google Sheets, Notion, monday.com, HubSpot, and more.

Why use this facility management template

Let AI prioritize your work orders: New maintenance requests get an automatic priority level, so your team tackles the most urgent issues first.
Track every asset and its history: Keep equipment, maintenance records, and manuals in one registry, linked to the work orders and locations that use them.
Give every role its own view: Admins oversee everything, technicians see their assigned tickets, and requesters track their own submissions.

Template features:

Role-based access
Give admins, technicians, and requesters their own view, so each team member sees only the work orders relevant to them.
AI-prioritized work orders
New maintenance requests are automatically assigned a priority level (Low, Medium, High, or Urgent), so your team knows what to tackle first.
Asset and equipment registry
Track every asset by category (HVAC, plumbing, electrical, furniture, IT/AV), its operational status, and its full maintenance history.
Work order tracking
Follow each request from Pending to In Progress to Completed, with due dates, requester details, and assigned technician all in one ticket.
Multi-location management
Organize requests and assets by building, zone, and floor or room number, ideal for teams managing more than one site.
Document and photo uploads
Attach photos, manuals, and warranties directly to work orders and assets, so your team always has the right reference on hand.
Internal notes
Let managers add internal notes to any work order for context that shouldn't be visible to the original requester.
Mobile-friendly interface
Works seamlessly across desktop, tablet, and mobile, ideal for technicians checking off tasks in the field.

Who is this facility management template for?

This template is ideal for any team responsible for maintaining physical spaces, equipment, or property. Perfect for:

Office and building managers: Coordinate repairs, inspections, and maintenance across multiple locations.
Facilities and operations teams: Track equipment servicing, asset condition, and safety compliance.
Schools and campus administrators: Manage classroom repairs and maintenance requests across buildings.
Property and construction businesses: Keep field technicians and work orders organized by site.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your facility management portal template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Bring in your data: Your template comes with a Softr Database already connected and loaded with sample data. From there, replace it with your own data or connect to 17+ external sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks.
3
Customize logic and branding: Describe changes using the AI Co-Builder, or adjust layouts with drag-and-drop blocks. Review user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your facility management portal is ready! Authentication, permissions, and hosting are already built in. Publish and share the URL with your teammates or clients to start collaborating.

Frequently asked questions

Do I need a Softr account to use the template?
Yes, you’ll need a Softr account to use this template. You can get started with a free plan, and there’s no credit card required.
Can I use this template with Google Sheets or Notion instead?
Yes. While this template comes with a sample database, you can connect it to other Softr-supported data sources, including Google Sheets, Notion, HubSpot, ClickUp, and more.
Can I customize the fields and workflows?
Yes. Duplicate the template into your Softr workspace, then prompt the AI Co-Builder to make the change, for example adding a new field to the Work Orders table, or renaming Priority levels beyond Low, Medium, High, and Urgent.
Prefer hands-on control? Use the visual editor to rearrange fields, forms, and views yourself.
Can I track multiple buildings or sites?
Yes. The Locations table already supports multiple buildings and zones, each with its own floor or room breakdown, assets, and work orders. Prompt the AI Co-Builder to add more locations or fields, or add them yourself in the visual editor.
How does the AI prioritization work?
Each new work order is automatically assigned a priority level based on its description. Prompt the AI Co-Builder to adjust how priority gets set, for example weighting certain asset categories or keywords higher, or set priority manually instead.
Can I get notified when a new work order comes in?
Yes. Set up a Softr Workflow that notifies the right technician or manager by email or Slack the moment a new work order is submitted, or when a ticket's status changes to Completed.