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Work orders

Campus work order software

Turn every report from a student, faculty member or visitor into a tracked work order, with the location already filled in, an owner, a due date and a full history.

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Work orders hub on the New reports tab: two reports from students and staff with location, reporter and a New status, and a card for sharing the campus report link.

Sample data. Northfield University is a fictional campus.

The problem

Repair requests that arrive by email, phone and hallway conversation

On most campuses a leaking ceiling is reported five ways: an email to the department, a call to the front desk, a note to a building coordinator, a text to a favorite technician and a comment in the hallway. Some of those become work. Many become the same job twice, and a few never become anything at all.

The person reporting rarely knows the room number format, the building code or which category fits. Facilities then spends time calling back to ask where the problem is, while the requester wonders whether anyone received it.

Without a single queue, a director cannot say how many requests are open, how long they take or which buildings generate the most calls, and technicians begin the day with a list that is already out of date.

How BldgHelm handles it

A request form anyone can use, and a queue your team controls

BldgHelm separates the public front door from the internal work, so reporting stays easy while assigning and closing stay in the hands of your staff.

A work order on a phone with large Mark completed, Put on hold and Log work buttons.

  • QR labels that fill in the location

    Print labels for rooms and equipment. A scan opens the report form with the building, floor, room and equipment already chosen, so the report names the right asset the first time.

  • No account for requesters

    Students, staff and visitors describe the problem, pick a category such as Heating/Cooling, Plumbing, Electrical, Lighting, Doors/Locks or Cleaning, add photos and mark it urgent if it is. Cloudflare Turnstile, a hidden honeypot and a limit on submissions keep spam out.

  • A tracking link by email

    Requesters get a private link to follow their report, and an email when its status changes.

  • Review before it becomes work

    A facilities manager approves a request to create a work order, merges it into a duplicate, or rejects it with a reason. Rejected requests stay on record.

  • Priority, due date and assignee

    Each work order has a priority of Low, Medium, High or Emergency, a due date and an assignee: a technician or a contractor company.

  • Clear statuses

    New, Approved, Assigned, In Progress, On Hold, Completed and Closed. On Hold is for waiting on parts or access.

  • Linked equipment and warranty warnings

    Link a work order to a piece of equipment so it appears in that asset's history. If the equipment or building may still be under warranty, a banner says so before money is spent.

  • Reports

    Open work orders by building and priority and the average time to complete. Roles allowed to see costs also get cost by building.

How it works

From setup to a working routine

  1. Step 1: Someone reports a problem

    A scan of the QR label, or the campus report link, opens a short form: where, what and how to reach them.

  2. Step 2: Facilities reviews new reports

    The new-requests queue shows each report with location, photos and reporter. Approve it, merge it or reject it.

  3. Step 3: Assign and set a priority

    Choose a priority and due date and assign a technician or contractor. The assignee is notified at once.

  4. Step 4: The technician works from a phone

    They start the job, log hours, parts and notes, and add "after" photos from the phone camera. Put a job On Hold when it is waiting on parts.

  5. Step 5: A manager closes it

    Closing keeps the full history on the building, room and equipment, and the requester can see the outcome.

Work orders sit next to preventive maintenance and punch lists, so a failed inspection or a walk-through item can become a work order in a click. Request a demo to see the queue with sample data.

A technician in safety glasses scans the QR label on an air handler with his phone.

Illustrative photo.

Who uses it

Built for everyone who touches a building

  • Facilities directors and managers

    Facilities managers review, approve, assign and close work, and see open work by building and priority without building a report by hand.

  • Technicians

    Technicians see their assigned jobs on a phone, with the location, the report and the photos, and update status as they go.

  • Contractors

    Vendors receive work orders assigned to their company, log their own hours and photos, and never see other vendors or your costs.

  • Finance and leadership

    Viewers get read-only reports, including cost by building, without access to edit anything.

FAQ

Frequently asked questions

What is campus work order software?
It is software that collects repair requests from the campus community, turns approved ones into work orders with a priority, due date and assignee, and tracks each job through to closing. The history stays attached to the building, room and equipment.
Do students need an account to report a problem?
No. Anyone can report a problem from a campus link or a QR code without signing in. They get an email with a private tracking link. Only your staff and contractors sign in.
Can requesters add photos?
Yes. The form accepts photos, and technicians add "after" photos from their phones when the work is done. Photos are stored privately and shown through links that expire.
How do duplicate reports get handled?
When several people report the same problem, a facilities manager merges the new request into the existing one instead of creating a second job.
Can we assign work to an outside contractor?
Yes. A work order can be assigned to a contractor company. Its employees see only the work assigned to them, log their own hours and photos, and use BldgHelm free. See the contractor portal.
What about emergencies?
The report form tells people to call campus safety or 911 for a fire, a gas smell or an injury instead of waiting for a report. The urgent box and the Emergency priority are for repairs that need fast attention, not for emergency response.

Keep reading

Related solutions

See your campus in BldgHelm.

A walkthrough of the three workflows with sample data, and a plan for bringing over your buildings, equipment and schedules.

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A brick college quad on a clear day, with lawns, crossing paths and a few students in the distance.