Almost every business manages equipment, either internally, or on behalf of clients and tenants. Inevitably, this also means organizing repairs and maintenance for equipment users. This can be part of regular serving, or in response to an emergency.
In either case, the key is to have smooth and efficient workflows in place. When repairs and maintenance are delayed, it can disrupt your employees’ work, or negatively impact clients.
Digital maintenance work order forms are a simple and effective way to avoid this.
What is a maintenance request form?
A maintenance request form is a simple interface that allows users to report issues with their equipment, devices, vehicles, or facility management. This helps you manage issues, save time, and schedule maintenance work.
The goal is to make maintenance requests more efficient, as well as optimize workflows for sending out repair staff. Maintenance request forms can greatly reduce lead times, and cut admin work, helping to lower operational costs.
How do digital forms work?
Like any digital form, a work request form has two core elements:
- A front-end interface where users can submit maintenance requests.
- A back-end database, for storing, managing, and responding to requests.
When a user submits a maintenance request through the front end, an entry is created in the database. This includes the user’s personal and contact information, as well as key details about their maintenance needs - properly documenting the issue.
Your team can then manipulate, query, and respond to requests within our work request template. Alternatively, you can set rules and conditions to automatically add maintenance work to your team’s schedule.
Why do businesses need maintenance request forms?
Digital forms offer a more effective maintenance experience for clients, tenants, and internal teams alike. Implementing a work order request form eliminates the need to schedule maintenance manually, either by phone, email, or in person.
Customers can request maintenance much more quickly, at a time that suits them. With a maintenance request form, you can also empower customers to schedule work at a time that suits them.
Additionally, digital forms reduce the workload of your service team. From streamlining customer contact to eliminating administrative tasks, digital service requests are an easy way to cut operating costs.
Our maintenance request form template
Our maintenance work order template is built for functionality and fast deployment.
Within minutes, you’ll have access to:
- Support for external databases.
- Total customization.
- Automated emails.
- Intuitive UI.
- Custom permissions.
- Intuitive design.
- Flexible hosting options.
- Design customization.
- Streamlined workflows.
With the free, open-source Budibase builder, you can create deployable business tools in minutes. Customize our template however you like. We offer the flexibility to deploy as standalone work order software, or as a form component within an existing tool.
Instant maintenance requests
With our template, requesting work takes seconds. Users can simply input their personal details, and information on the issue they’re experiencing. In a fraction of the time it would take to make a phone call, their request will be logged and stored.
Depending on your resources, you can even allow users to schedule their own maintenance, with a date selector field.
Use automated workflows to instantly notify service team members of new requests, or add tasks to their calendar app. You can then notify users when their request’s status changes.
Assign, approve & action
Our maintenance request form template is the first step towards building the perfect servicing workflows. Our template provides you with a central repository of your maintenance requests. This allows you to more effectively manage work orders.
Automatically assign different kinds of maintenance requests to different users, or delegate work based on availability.
Our template offers data fields for your team to alter the status of requests and provide additional notes. With our low-code builder, you can quickly and easily build additional app screens to match your maintenance workflows.
Digital maintenance requests also help to build oversight within your organization. Building a digital record of your servicing and repairs allows you to analyze trends. That way, you can carry out preventive maintenance, before issues occur.
Over time, this can also improve procurement decision-making. Certain kinds of devices and equipment may require less maintenance than others. Tools with a high maintenance cost can then be avoided.
Improved reporting also improves the outcomes of your maintenance work. For instance, you might use your maintenance request database to track trends in first-contact resolutions. That way, you can provide additional training for staff, where necessary.
Customize data fields
Every business is different. If you maintain vehicles, your maintenance requests will differ greatly from a business that maintains real estate. As such, it’s crucial that you gather the right information for your real-world needs.
With Budibase, you have total control over the fields in your maintenance request form.
Our template is fully customizable. You have the power to add the fields you need, including device drop-downs, contact preferences, and even scheduling.
Our template is built to simplify communications. Eliminate the need for users to call your customer service lines. With our template, they can make instant maintenance requests, anywhere, at any time.
Add your SMTP credentials, and trigger email automations from within your maintenance request app. Use Budibase’s integration options to connect directly to CRMs, softphones, and more.
Budibase also offers full support for instant messaging tools, like Slack. Automatically notify service agents when new maintenance requests are assigned to them.
Different kinds of users interact with maintenance request forms differently. You might have individual clients’ employees and managers, internal team members, and IT staff as users on your platform.
Naturally, each of these kinds of users needs to access different features on your form.
With Budibase, you have complete control over how different users access your tools. Our template offers four permission tiers, with complete scope for customization.
Many of your equipment users will lack technical expertise. As such, it’s crucial to offer a form that adequately gathers the information you need to carry out maintenance work.
Our maintenance request form template is designed to offer maximum usability, even for users with poor technical knowledge or digital literacy.
Data fields are presented in clear, simple language, guiding users to provide the exact details your team needs.
Check out our free IT incident report template .
Our template offers built-in design conditionality. Use conditional UIs to display only relevant data fields to users. If you manage different types of equipment, you can tailor individual forms, depending on the class of item or issue.
For example, you might offer additional data fields for certain devices, or if users choose a particular type of maintenance.
Conditionality improves user experiences and data gathering, by more effectively guiding users through the request process.
Build a maintenance request form with Budibase
At Budibase, we’re changing the way businesses build internal tools. Our low-code platform gives you access to:
- Open-source design.
- Quick deployment.
- Access control.
- Flexible hosting.
- Multiple data sources.
- Infinite customization.
Free, open-source form builder
Our open-source, low-code app builder is free, forever. In a matter of minutes, you can build deployable, custom forms. Check out our pricing page for more information.
We believe in open-source software. Budibase users have complete control over the tools they build, and how they’re deployed. Even better, when you use Budibase, you’ll actually own the finished product.
Connect existing databases
Budibase offers full support for a range of external data sources. Connect your form to existing databases, to manipulate, query, and edit them with your maintenance request form. Budibase supports MySQL, Postgresql, Airtable, CouchDB, MongoDB, Rest API, and more.
For fast deployments, we also offer an internal database. Use Budibase DB to quickly get your app up and running, with full support for manual CSV uploads.
Flexibility & customization
Budibase is the easy way to build deployable business tools. Our template offers complete scope for customization. From altering design elements, to adding functionality and data fields, our low-code platform empowers you to build apps in minutes.
Budibase is built for scalability. As your business grows and changes, it’s important that your maintenance request form meets new challenges.
We don’t charge hidden fees for adding new functionality. With Budibase, you can self-host as many apps as you like, with unlimited users. We even offer free SSO across all of your Budibase tools.
Self-host or use managed infrastructure
Budibase allows you to deploy your maintenance request form internally, or as a web app. Choose from self-hosting or the new Budibase Cloud hosting platform.
Deploy Budibase to your own infrastructure, using Kubernetes, Digital Ocean, Docker, Docker Compose, and more.
Integrate with existing tools
Budibase offers seamless integrations with a wide range of third-party tools, using Zapier, Webhooks, and more. Use any in-app action to trigger automations in external tools, creating powerful and efficient forms.
Connect to CRMs, softphones, messaging apps, and device management tools. Budibase integrates perfectly with existing software stacks, offering powerful forms to improve business processes.
Start using Budibase today
Our maintenance request form template is designed to create efficient and cost-effective work order processes.
With Budibase, you can create deployable business apps, in a fraction of the normal development time. We also offer premium support and SLAs for enterprise users. See our pricing page for details.
To start using our maintenance request form, simply click below.
- Budibase Cloud Host with Budibase and let us manage everything for you. Quick and easy.
- Docker Self-manage Budibase using Docker and Docker Compose.
- Kubernetes Use the Budibase helm chart to deploy Budibase directly into your Kubernetes cluster.
- Digital Ocean The simplest way to self-host Budibase on your own infrastructure - 1 click install.