Maintenance requests

Report a problem with a room, an asset or a vehicle, follow it until it is fixed, and record what it cost.

Checked on the ShuleOS demo school Who: School admin, facilities officer; teachers can also report problems 5 min read

A maintenance request is a problem that needs fixing: a broken window, a projector that will not switch on, a leaking tap, a school bus that needs a service. Requests move through simple stages, so nothing is forgotten and the cost of repairs is on record.

Stage	Meaning
Open	Reported. Nobody has taken it on yet.
In progress	Someone is dealing with it.
Done	Fixed. The date and cost are recorded.
Cancelled	No longer needed.

The list

Assets and Facilities → Maintenance.

Maintenance Requests

Each row shows the Title, Priority (Low, Normal, High or Urgent), Status, who is Dealing with it, the Due date (in red when it is overdue), when it was Reported and by whom, and the Cost. Filter by Status and Priority. A number beside Maintenance in the menu counts the requests still open.

Report a problem

Anyone with access can report one. Teachers can also report a problem from their own portal, and the dashboard has a Report a problem shortcut.

Click Report a problem.
Fill in the window:

Field	What to enter
What is wrong	Required. For example "Broken window" or "Projector will not switch on".
Priority	Low, Normal (the default), High or Urgent.
Where	The room.
Asset	If it is about a particular asset, pick it (so the asset's page shows the problem).
Vehicle	If it is about a school vehicle.
Description	More detail, if useful.

Click Create. The request is Open.

Take it on

When someone starts to deal with it, click Take on on its row.

Taking on a request

Enter Who is dealing with it (a person, or a contractor) and Due by, if you have a date. The request becomes In progress.

Mark it done

When it is fixed, click Mark done.

Marking a request done

Enter Finished on, the cost if there was one, and What was done. The request becomes Done. The cost feeds the maintenance report.

If a request is no longer needed, use Cancel. A request that is already done or cancelled cannot be changed.

Reports

Costs report (top right) prints the maintenance costs. The full picture, by month, is in Assets and facilities reports.

If something goes wrong

What you see	What it means and what to do
"This request is already done."	A finished or cancelled request cannot be changed. Report a new one.
An asset is missing from the form	Retired and lost assets cannot be chosen.
Take on or Mark done is missing	The request is not in the right stage, or your role cannot manage maintenance.