Maintenance
Maintenance workflow templates for keeping assets, equipment and facilities running, covering work orders, preventive maintenance, facility service requests and property maintenance requests. Requests are triaged by urgency, assigned to technicians or contractors, and checked before they're closed, with findings and defects recorded on each record.
Benefits
- Triage requests by urgency and assign the right technician
- Approve costly work before it goes ahead
- Check completed work before closing it
Common Use Cases
Maintenance Templates(55)
Work Order Workflow
Handles maintenance work order requests end-to-end: intake, supervisor assessment, cost-based approval, scheduling by priority, technician completion, supervisor verification with rework loop, and closure notifications.
Preventive Maintenance Workflow
Planner submits a maintenance request for an asset, equipment, or facility. The supervisor assigns a technician, who carries out the work, checks for safety, records findings, and flags defects. Major defects trigger a follow-up repair order; minor defects trigger a fix-it task; none proceeds straight to verification. The supervisor verifies the work, sending rework back to the technician (up to 3 times) if needed, and the planner is notified by email once maintenance is complete.
Facility Service Request Workflow
Occupants report facility issues via a form; requests are triaged by urgency, assigned to the facilities team or a contractor, worked on, confirmed fixed by the requester (with a rework loop if not fixed), and closed with a thank-you email.
Property Maintenance Request Workflow
Captures maintenance requests from tenants or staff, triages by urgency, obtains contractor quotes and owner approval when needed, schedules the work, tracks completion, and keeps the requester informed throughout via status updates and emails.
Air Conditioner Service Request Workflow
Manages an air conditioning/refrigeration service request from intake through booking, technician visit, outcome recording, and customer follow-up, with branching for fixed, further-work-needed, and unable-to-complete outcomes.
Automatic Gate Repair Request Workflow
Captures gate/garage door repair requests, acknowledges the customer, books a technician visit based on urgency, records the technician's findings, and routes to completion, further-work, or unable-to-complete outcomes with appropriate customer notifications and follow-up tasks.
Blocked Drain Service Request Workflow
Manages a plumbing business's blocked drain service requests end-to-end: intake and acknowledgement, urgency-based booking with a visit date and assigned plumber, plumber field work capturing cause/method/outcome, and outcome-based customer communication (completed with a feedback survey, further work quoting, or unable to complete).
Commercial Repaint Inspection Workflow
Captures a commercial painting inspection report, routes it through manager review (with revision loop), emails the approved report to the customer, and triggers a repaint quote task when repainting is recommended.
Cracked Tile Repair Request Workflow
Intake and management workflow for tiling defect/repair requests: captures the request, books a tiler visit based on urgency, records diagnosis and repair outcome, and notifies the customer at each stage through to completion and feedback collection.
Customer Service and Repair Request Workflow
Captures customer repair requests, triages by urgency, books a technician visit, records diagnosis and outcome, handles rework/quote/unable-to-complete paths, confirms fix with the customer, and follows up with a feedback survey.
Deck Inspection and Maintenance Report Workflow
Captures a deck inspection report, routes it through carpentry manager review (with revision loop back to the inspector), emails the approved report to the customer, and triggers a repair quote task when work is recommended.
Door Installation and Repair Request Workflow
Handles carpentry door installation/repair requests end-to-end: intake, urgency-based office booking, carpenter fieldwork, outcome-based customer communication, and post-completion feedback collection.
Drain Maintenance Program Inspection Workflow
Captures technician drain inspection reports for commercial/strata sites, routes handling based on defect priority (none/minor/urgent), manages repair tasks, client quoting and approval, and keeps service status current through to completion.
Drainage Inspection and Diagram Workflow
Captures a plumber's drainage/sewer service diagram inspection, routes it through an office legibility check (with a plumber revision loop if details are missing), then finalises the record — notifying the customer when the diagram is recorded, or routing to an estimator for a repair quote if defects were found.
Electrical Fault and Service Request Workflow
Manages electrical service and fault requests from intake through booking, on-site work, and completion, with distinct handling for urgent vs standard jobs and for fixed, further-work-needed, and unable-to-complete outcomes.
Electrical Preventive Maintenance Workflow
Captures a technician's PM inspection of commercial/industrial electrical assets, routes follow-up work based on defect priority (none/minor/urgent), manages quoting and client approval for minor defects, tracks urgent repairs, and keeps clients informed at each stage until the record reaches a final status.
Fence Repair and Storm Damage Workflow
Manages fence repair and storm damage requests from intake through booking, on-site repair, and completion, with urgency-based scheduling, crew reporting, and customer notifications at each stage.
Fire Protection Maintenance Report Workflow
Captures a fire protection technician's service report, routes follow-up actions based on defect priority (none, minor, critical), manages quote approval for minor defects, tracks repairs to completion, and keeps clients informed at each stage.
Fire Protection Service Request Workflow
Captures fire protection service requests, acknowledges the customer, books a technician visit (urgent vs standard SLA), records the inspection outcome, and routes follow-up (completion + feedback, further work quote, or unable-to-complete notice) with status tracking throughout.
Garage Door Repair Request Workflow
Manages garage door repair requests from intake through booking, technician diagnosis, and completion, with urgency-based booking SLAs, status tracking, and customer notifications including a post-completion feedback request.
Garage Door Service Report Workflow
Captures a technician's garage door service report, routes handling based on defect priority (none/minor/urgent), manages repair quoting and client approval, and keeps the client informed at each stage until the record reaches a final status.
Garden Maintenance Service Request Workflow
Handles a garden maintenance service request end-to-end: intake and acknowledgement, office pricing/quote, customer accept/decline, booking confirmation, gardener visit reporting, work summary, and a delayed feedback survey.
Gas Leak and Fault Call-Out Workflow
Manages emergency gas leak and gas fault call-outs from intake through dispatch, gas fitter attendance, and resolution — including safety SMS, dispatcher and gas fitter tasks, outcome-based customer communication, and follow-up feedback collection.
High-Pressure Jetting Service Record Workflow
Captures a high-pressure jetting service record from the field, sets service status based on the jetting result, and triggers the appropriate customer communication and follow-up (feedback request for cleared jobs, or an office quoting task for jobs needing further work).
Hot Water Repair and Replacement Workflow
End-to-end workflow for a plumbing business to intake hot water system repair/replacement requests, book a site visit, capture the plumber's assessment and quote, get customer acceptance, complete the work, and collect feedback.
HVAC Filter Replacement Register Workflow
Logs each HVAC unit filter replacement from a technician-submitted register form, flags heavily clogged/damaged filters for service manager review with a follow-up recommendation and revised due date, and emails the client a confirmation of the filter record.
HVAC Preventive Maintenance Workflow
Captures a technician's HVAC/refrigeration preventative maintenance service report, routes follow-up work based on the priority of defects found (none/minor/urgent), manages repair quoting and client approval for minor defects, dispatches urgent repairs, and keeps the client informed at each stage with a status-tracked record.
Landscape Completion and Handover Workflow
Manages landscaping job completion sign-off: supervisor quality check, rework loop, customer review with accept/issue loop, handover confirmation, and post-handover feedback collection.
Leak Detection and Repair Report Workflow
Captures a plumber's leak detection and repair report, loops back to the plumber for further investigation if the meter test still shows flow, notifies the customer once repaired, optionally routes to the office for an insurance report, and follows up with a customer feedback survey.
Locksmith Service Request Workflow
Captures locksmith service requests, books urgent/standard visits with the office, tracks locksmith job completion, and routes follow-up communications and quoting based on the job outcome.
Maintenance Inspection Checklist Workflow
Captures a property maintenance inspection, routes the report through manager review (with revision loop), emails the approved report to the customer, and triggers a maintenance quote when work is recommended.
Maintenance Job Completion With Photos Workflow
Captures a handyman's job completion form with before/after photos, routes it through an office photo/notes review (looping back to the handyman if details are missing), then sends the customer a confirmation form (looping back to the handyman if an issue is reported), and finally closes the job — optionally queuing a follow-up quote task.
Masonry Repair and Repointing Workflow
Captures a masonry inspection report, routes it through manager review (with revision loop), emails the approved report to the customer, and triggers a quote task when repair/repointing work is recommended.
Minor Repair Callback Workflow
Handles customer callbacks for minor repair defects: intake form, office triage to check if it relates to the original job, booking a return visit, handyman repair with a rework loop for unresolved fixes, and customer notifications at each stage.
Pest Treatment Service Record Workflow
Captures a pest treatment service record from the technician's form, emails the customer the treatment summary, follows up 14 days later to check whether pests are resolved, and routes to a re-treatment task or a resolved thank-you email based on the customer's response.
Planned Maintenance Service Visit Workflow
Handles a technician's planned maintenance service visit submission, routes based on defect priority (none/minor/urgent), manages quote approval for minor defects, repair tasking for urgent defects, and keeps the client informed at each stage until the record reaches a final status.
Plaster Repair Request Workflow
Manages plaster/drywall repair requests from intake through booking, on-site repair, and outcome-based closure, with customer notifications and a post-completion feedback survey.
Plumbing Maintenance Service Report Workflow
Captures a plumber's service report for commercial and residential clients, routes handling based on defect priority (none/minor/urgent), manages repair quoting and approval, notifies clients at each stage, and tracks status through to completion.
Pool Equipment Maintenance Report Workflow
Captures a technician's pool/spa service report (water tests, equipment checks, cleaning, defects, photos), routes handling based on defect priority (none/minor/urgent), manages repair quoting and client approval for minor defects, dispatches urgent repairs, and keeps the client informed at each stage with a final status and next service due date.
Pool Equipment Repair and Service Workflow
Manages pool and spa equipment service requests from intake through booking, technician job completion, and outcome-based follow-up (fixed, further work, or unable to complete), with customer notifications and feedback collection.
Pre-Demolition Service Disconnection Workflow
Verifies that all utility services at a demolition site are disconnected before demolition can proceed. Captures a verification form, checks the result, and if services remain connected, loops between an office follow-up with utility providers and an on-site supervisor re-verification until all services are confirmed disconnected or the loop cap is reached.
Refrigerant Leak Repair Record Workflow
Captures refrigerant leak inspection records for AC/refrigeration equipment, routes to a no-leak close-out or a repair-and-retest cycle with technician tasks, client notifications, and record status tracking through to completion.
Refrigeration Breakdown Request Workflow
Captures a commercial refrigeration breakdown/service request, books a technician visit based on urgency, records diagnosis and repair outcome, and notifies the customer through to completion or follow-up quoting.
Rental Property Repair Work Order Workflow
Manages handyman repair work orders for property managers: intake, booking, on-site work, completion or extra-work approval, with status tracking, notifications and a table view/dashboard.
Roof Repair Quote Request Workflow
Captures roofing quote requests, triages emergencies with an on-call callback, routes through inspection, quoting, customer acceptance, scheduling, job completion and post-job feedback, tracking status throughout.
Sagging Ceiling Repair Assessment Workflow
Captures a plasterer's ceiling assessment, flags unsafe high-risk ceilings, routes an estimator quote to the customer for accept/decline, and tracks the job through to repair completion.
Smoke Alarm Inspection and Service Workflow
Captures smoke alarm inspection/service data from an electrician's test form, records pass/fail outcomes, notifies the client, and manages a repair-and-retest loop (up to 2 cycles) for failed alarms until the property passes, tracked via a table view and dashboard chart.
Solar Fault and Underperformance Workflow
Intake and triage workflow for solar/battery fault and underperformance service requests: captures the issue, books a technician visit based on urgency, records diagnosis and repair outcome, and notifies the customer through to completion or follow-up quoting.
Frequently Asked Questions
What Maintenance workflow templates are included?
Maintenance includes templates for maintenance work orders with cost-based approval, preventive maintenance with defect follow-up, facility service requests from occupants, and property maintenance requests with contractor quotes and owner approval.
Who are the Maintenance templates for?
They're designed for maintenance planners, facilities teams, supervisors and technicians. Occupants and tenants can report issues through a form, and technicians record the work and findings on their tasks.
Can I change a maintenance template to suit my organisation?
Yes. Publish the template and it runs straight away, with no installation. Describe the change in plain English — for example, add a parts-used field or a safety check before work starts — or edit the steps in the workflow editor. Earlier versions are kept.