Facilities Work Order Ticketing and Tracking
A done-for-you everyday business automation built for the Building Operations Supervisor, connecting Slack and Google Sheets so the work below happens on its own.
What this automation does, step by step
Employees report a facilities issue, a broken thermostat, a flickering light, a jammed door, through a simple form in Slack or a QR code posted near the affected area instead of tracking someone down in the hallway.
The report automatically creates a work order in UpKeep with a photo attached, assigns it to the building operations supervisor or the correct outside vendor based on the category, and sets a priority level based on keywords like "leak" or "no heat."
The employee who reported the issue gets an automatic status update in Slack when the ticket is assigned and again when it's marked resolved, closing the loop that usually leaves people wondering if anyone ever saw their report.
A monthly summary of open, overdue, and resolved work orders goes to the building operations supervisor for review.
Issues that used to get reported twice because nobody heard back the first time now get tracked start to finish.
- Zapier
- UpKeep
- Slack
- Google Sheets
- Microsoft 365
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a building operations supervisor, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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