Centralize work order requests, job assignments, and communication across your organization.

Overview
This free template helps facilities teams manage service requests across buildings, departments, or campuses—without relying on paper forms, inbox clutter, or manual tracking. Users can submit requests with ease, while facilities managers and technicians get the information they need to prioritize, schedule, and complete jobs efficiently.
It includes a sample database that shows how to structure your data for a work order management system, but it’s fully customizable with any Softr-supported data source (including Google Sheets, Notion, HubSpot, monday.com, and more).
Why use this work order management template
- Organize incoming requests in one place: Stop juggling emails, phone calls, or spreadsheets. All maintenance requests go to a central location.
- Streamline team operations: Assign and schedule tasks by team, location, or urgency—with real-time updates and reminders.
- Give staff visibility into request status: Faculty and staff can track progress, view updates, and stay in the loop via a client portal.
Template features:
- Role-based access
With role-based access, you can ensure that managers, technicians, and employees (requesters) can only see and act on the information relevant to them.
- Request submission form
A simple, structured form for faculty and staff to report issues like HVAC problems, lighting, room setups, or plumbing. Add diagrams, repair photos, safety checklists, or context-specific notes to any request.
- Work order management
Assign work orders and set due dates and priorities to keep everything on track. Add comments directly within each task to reduce miscommunication between managers and field staff.
- Status tracking
See all work orders at a glance—categorized by status like Unassigned, In Progress, and Completed. Faculty and staff can log in to track the status of their own request, eliminating the need to follow up manually.
- Asset & inventory tracking
Link work order requests to locations, equipment (assets), or needed supplies to keep your team informed and prepared.
- Staff directory
Provide a staff directory so everyone know who's who.
- Works on any device
Allow staff to access and update tasks from any device with a fully responsive design. You can even turn your app into a downloadable mobile app with Softr's PWA feature.
Who is this work order management template for?
This template is ideal for organizations that manage ongoing maintenance or service requests across multiple spaces. Examples:
- University campuses: Let faculty submit room setup requests, report HVAC issues, or track AV support.
- Office buildings & co-working spaces: Centralize maintenance requests across tenants or departments.
- Municipal buildings & public facilities: Ensure fast, accountable service for recurring infrastructure tasks.
- Healthcare centers: Track facilities issues across departments while maintaining compliance and documentation.
- Schools & districts: Streamline requests across multiple schools and buildings from a single interface.

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Frequently asked questions
- What is work order management?
Work order management is the process of receiving, assigning, tracking, and completing maintenance or service tasks within an organization. It ensures that requests—like equipment repairs, room setups, or facility issues—are handled efficiently by the right teams, with clear visibility into status, deadlines, and outcomes.
A work order management application helps centralize this workflow and reduce delays or miscommunication.
- Can staff submit maintenance requests through the portal?
Yes, the included form allows faculty or staff to log detailed requests. You can customize the fields based on your organization’s needs.
- Can I control what different users see?
Absolutely. With role-based access, you can ensure that managers, staff, and requesters only see the information relevant to them.
- Can I track assets or inventory?
Yes. You can link each task to rooms, equipment, or inventory to make sure your team always has what they need.