Facilities Work Order Intake & Triage: One Form, the Right Tech, Every Time

The problem this kills

Right now, facilities requests come at you from everywhere: a hallway conversation, a sticky note, three different group chats, an email with no room number, and a text that just says "the AC is broken" with no building, no floor, no photo. Half of them are missing the one detail you need to actually fix the thing. Urgent stuff — a water leak, a dead exit light, a tripped breaker — gets buried under "the chair squeaks." And nobody can tell whether a request was even seen, let alone assigned, until someone walks over to check.

So you end up being a human router: re-typing requests into a spreadsheet, chasing people for the room number, guessing which tech or vendor handles what, and trying to remember which jobs are about to blow their deadline. It's a lot of mental load for work that follows the same shape every single time. That shape is exactly what software is good at — and you do not need to be a developer to build the software.

What you'll build

A single, dead-simple internal web tool. Staff open one form, describe the problem, pick (or confirm) the location, and snap a photo. The tool reads the description, auto-categorizes it (plumbing, electrical, HVAC, furniture, and so on) and suggests a priority — flagging anything that smells like safety, water, or power as urgent. New requests land on a triage board, where a coordinator reviews each one, sets the final priority, and approves the assignment to the right in-house tech or outside vendor. Only then is the work order dispatched and the assignee notified by email. From there, every job is tracked through Open → In Progress → Closed, with an SLA clock ticking by priority, and the whole work-order log exports as a CSV your CMMS can ingest.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your buildings and your team — your real locations and room-naming, your list of techs and vendors and which trades they cover, your priority and SLA rules, your typical and peak request volumes, and the messy edge cases (after-hours emergencies, tenant vs. landlord responsibility, the same leak reported five times). It reads a short spec back to you for a thumbs-up, then builds the tool around your answers instead of a generic template. From there it walks the agent through the data model, the intake form with photo upload, the auto-categorize-and-suggest-priority logic, the triage board, the human approval-and-assign gate, the notifications, status tracking with the SLA clock, and the work-order CSV export. Every step ends with a ready-to-copy prompt.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a real operation needs: login so only your team can use it, row-level security so each site or organization only sees its own requests, a complete audit trail of every status change and reassignment (who, what, when), and a hard human-approval gate so the AI only drafts the category, priority, and routing — a coordinator reviews and approves before any work order is dispatched. It also adds duplicate guards so five reports of the same leak in the same room collapse into one work order instead of sending five techs.

Who it's for

Facilities managers, maintenance coordinators, office managers, and building supervisors who are tired of being the human switchboard for every broken thing in the building. If you can describe your locations, your trades, and what counts as "urgent," you can build this.

You've got this — open the plan, paste the first prompt, and you'll be triaging your first real work orders this weekend.