Business tool builder

Every maintenance request lands in one queue
with a photo, a location and an owner.

Describe your buildings, assets and trades, and Netiva’s agent builds a web app where anyone reports a problem, the office triages it and a technician closes it out on a phone.

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Starter prompt

Build a maintenance request web app for a facilities team covering four buildings. Staff sign in and report a problem with the building, floor and room, a category such as HVAC, plumbing, electrical or carpentry, a short description and a photo. The office triages each report into a work order with a priority, an assigned technician and, where it applies, the asset it belongs to. Technicians work from a phone: change the status, write the work log, enter labor hours and add a close-out photo. Show an open queue sorted by priority and age, and a history page for every asset.

Build it in Netiva Paste the prompt into a new workspace and adjust it to your business.
Overview

Who this maintenance request system is for

Facilities work arrives from everywhere: a hallway conversation, a voicemail about a cold office, an email with a photo of a ceiling stain. The whiteboard in the shop says what is open, the technicians know what is urgent and nobody can say how long the average fix takes. A maintenance request system built with Netiva gives every requester one form, puts a location, an asset and a priority on every job and keeps the history where the next person will look for it.

Key features

What your maintenance request system can do

  • Intake anyone on site can use

    One form replaces the voicemails and the notes taped to the shop door. The requester picks a building, floor and room, says what is wrong and attaches a photo, so the job arrives with enough detail to size it.

    • Buildings, floors and rooms picked from your own location list
    • A category per trade: HVAC, plumbing, electrical, carpentry or grounds
    • A photo from the phone attached at the moment someone notices
    • Requesters sign in and follow the status of what they reported

  • Triage by priority and trade

    The office turns a report into a work order: a priority, a technician and the target that priority sets. The queue sorts by priority first and then by age, so a routine job cannot sit for a month unnoticed.

    • Emergency, urgent, routine and planned levels, each with a response target
    • Repeat reports of one fault merged onto the work order already open
    • Saved views for one trade, one building or one technician
    • Work parked as deferred, with the reason it was parked

  • Assets with a repair history

    Each work order points at a room and, where it matters, at a piece of equipment — the rooftop unit, the boiler, the passenger lift. Open the asset and every job it has had is there, newest first.

    • Make, model and serial number ready before a parts call
    • Every work order on that asset listed with its labor hours
    • The barcode on an asset tag scanned with the phone camera
    • Rooms and equipment kept apart, so a request can name either

  • Planned work that opens itself

    Filter changes, extinguisher walks and belt checks never get reported, because nothing has broken yet. A scheduled job reads each asset’s interval and opens the work order when the next service date comes due.

    • Monthly, quarterly, semiannual and annual intervals set per asset
    • The next date rolled forward from the day the work was completed
    • A weekly email listing planned work due in the next seven days
    • Planned and reactive jobs counted in the same queue
Data model

The collections behind it

Netiva keeps your records in built-in collections. Here’s a starting structure — the agent adapts it to your prompt, and you can change it any time.

Locations

Every building, floor and room a request can point at, named the way your staff already name them.

  • Name (required) Room 214, Boiler room, North lot Text
  • Building (required) Site or building name; groups the queue and the campus views Text
  • Floor Basement, Ground, 1, 2, Roof Text
  • Space type Office, classroom, restroom, mechanical room, exterior Text
  • Access notes Key or fob needed, alarm zone, hours the space can be worked in Paragraph
  • Occupant contact Who a tech should find in the space before starting Text

Assets

The equipment you maintain, with what a technician needs to know before opening a panel.

  • Asset name (required) RTU-3, Boiler 1, Passenger lift Text
  • Asset tag (required) The number on the sticker, also used for barcode lookup Text
  • Location (required) Relation to Locations
  • Category (required) HVAC, plumbing, electrical, life safety, vertical transport Text
  • Make and model Text
  • Serial number What a supplier asks for when you order the part Text
  • Service interval Monthly, quarterly, semiannual, annual or none Text
  • Next service due Rolled forward when planned work is completed Date

Requests

What somebody reported, in their words, before anyone decided what it really is.

  • Summary (required) One line, as the requester typed it Text
  • Details When it started, how often it happens, what has been tried Paragraph
  • Location (required) Relation to Locations
  • Asset Left blank when the problem is the room, not a machine Relation to Assets
  • Category (required) HVAC, plumbing, electrical, carpentry, grounds, other Text
  • Photo Taken by the requester on the phone Image
  • Reported by (required) Filled in from the signed-in requester Text
  • Reported at (required) Where the age of a job is counted from Date & time

Work orders

The job itself: who owns it, what it took and how the space was left.

  • Request Blank for planned work nobody had to report Relation to Requests
  • Asset Set on planned work; otherwise it comes from the request Relation to Assets
  • Priority (required) Emergency, urgent, routine or planned, each with a response target Text
  • Assigned to The technician who owns it; blank until triage Text
  • Status (required) New, assigned, in progress, waiting on parts, done Text
  • Work log What was found, what was fixed and which parts went in Paragraph
  • Labor hours Entered at close-out and totaled per asset and per week Number
  • Close-out photo How the equipment or the space was left Image

Required field. Types are Netiva collection field types.

Screens

Pages and screens to start with

A typical first version. Ask the agent for more, or annotate the preview to change any of them.

  • Report a problem

    The form staff open from a link or a poster: building, floor and room, a category, a line about what is wrong and a photo from the phone.

    Signed-in users

  • Open queue

    Every work order still open, sorted by priority and then by age, with anything past its response target held at the top of the list.

    Your team

  • My work

    One technician’s jobs for the day on a phone: status buttons, the work log, labor hours and a close-out photo taken before they leave.

    Your team

  • Asset

    One piece of equipment: tag, make, model and serial number, where it sits, its service interval and every job it has had.

    Your team

  • My requests

    What a requester sees after signing in: everything they have reported, where each job got to and the note the technician left.

    Signed-in users

  • Planned work

    Work orders opened from service intervals, grouped by month and trade, so a lift inspection or a filter change is never a surprise.

    Your team
How it works

From prompt to a live maintenance request system

  1. Describe your buildings and trades

    Tell Netiva how many buildings you cover, which trades sit in the shop and what a request has to say before you will accept it. The agent drafts collections for locations, assets, requests and work orders.

  2. Load your rooms and equipment

    Enter buildings, floors and rooms in the spreadsheet-like grid, then add the assets you actually maintain with their tags and intervals. Ask the collection assistant to fill in missing fields across many rows. No code needed.

  3. Run a job through the preview

    Submit a test request in the live preview, triage it, assign it and close it out. Annotate anything that takes too many taps on a phone and the agent rearranges it while you watch.

  4. Publish and hand out the link

    Publish in one click, put the request link on your intranet and switch on the assignment and close-out emails. Every change is checkpointed, so you can compare versions and roll one back.

Why Netiva

Netiva vs a traditional build

Building a maintenance request system with Netiva compared with a traditional build
Criterion With Netiva Traditional build
Reporting a problem One form that captures the room, the trade and a photo at the moment someone notices A voicemail, an email and a note on the shop door, each one retold a little differently
Repair history Every job listed on the asset and the room it happened in, with hours and the work log Paper job tickets in a drawer, findable only by whoever filed them
Getting started Describe what you need in chat and watch it take shape in a live preview Hire developers, or stitch together templates, plugins and a hosting plan
Content and data Built-in collections with nine field types, bound straight to your pages Set up and connect a separate database or CMS
Making changes Ask the agent; every change is checkpointed and reversible File a ticket, wait for a sprint, redeploy
Hosting and domain Global hosting and automatic SSL; connect a custom domain from the Starter plan Buy hosting, then install and renew SSL certificates yourself
Code ownership Clean production code you own and can export Locked into a template, plugin or agency setup
Examples

Ways teams use it

  • A school district with four campuses

    Teachers report a broken door closer or a cold classroom from the staff intranet, and each campus lead opens a queue filtered to their own buildings. Work that has to wait for an empty building is parked as deferred and pulled back up in June.

  • One office building with a single technician

    Anything the in-house tech can’t do goes out to a contractor. The work order stays open with the contractor’s name and reference in the work log, so the building manager can answer the tenant who asks on Friday what happened to Tuesday’s leak.

  • A community center run by volunteers

    Nobody is on site all week. Requests arrive with photos as people notice things, and the Saturday work party opens the queue on a phone, works down it by priority and closes each job out with a photo of how the room was left.

Good to know

Before you build

  • Emergencies still need a phone call

    Netiva apps send email and run scheduled jobs. They don’t send text messages or push alerts, so a burst pipe at 2 a.m. should still reach a person by phone. Use the app to record what happened, who came out and what it took, not as the alarm itself.

  • Planned intervals come from your own rules

    The intervals are yours to enter, and they come from the manufacturer’s manual, your insurer and local code. OSHA, for one, has portable fire extinguishers visually inspected monthly and put through an annual maintenance check whose date is kept for a year.

  • Parts and purchasing stay where they are

    Netiva doesn’t run a store room or raise purchase orders. The work log records which parts went into a job, and your purchasing system still buys them. If your supplier offers a REST API, the agent can call it with your key stored securely to look up a part number.

  • Your old tickets don’t move themselves

    There is no import tool. Type your buildings, rooms and the assets that actually break into the collection grid, or describe them and let the collection assistant draft records for you to check. The paper tickets can stay filed; the history you need starts with the next job.

FAQ

Questions about building a maintenance request system

How does a report become a work order?

A report lands as a request with its location, category, description and photo, and the shop decides what it is. Triage sets a priority, picks the trade and names the technician who owns it, and the request is linked to the work order that answers it. Repeat reports of the same fault attach to the job already open, so five calls about one cold wing stay one job.

Can people report a problem without signing in?

Either way works. Publish the form publicly and ask for a name, an email address and a room, which suits a building where contractors and visitors also spot problems. Or keep it behind sign-in, so every request already knows who sent it and each person gets a page listing what they reported and where it got to. You can start public and add sign-in later.

How does a technician pull up an asset’s history on site?

Every asset carries a tag number and the app looks it up. A technician standing at the unit opens the asset page from the queue, or scans the barcode on the tag with the phone camera. The page shows make, model and serial number, the service interval and every work order that asset has had, newest first, with the hours spent and the work log from each one.

What decides which work orders show as overdue?

The priority does. Give each level a response target — same day for an emergency, three days for urgent, two weeks for routine — and the queue compares that target with the time the request came in. Anything past it sorts to the top with its age in days beside it. The targets are yours to set and change later, and planned work uses its due date instead.

Can it schedule preventive maintenance as well as repairs?

Yes, if you ask for it. Each asset carries a service interval and a next-due date, and a scheduled job opens a work order when one comes due, then rolls the date forward from the day the work was completed. Recurring safety checks fit the same shape: a monthly fire extinguisher walk, or the periodic inspection OSHA requires at least annually on lockout/tagout procedures.

Do I own the code behind the maintenance request system?

Yes. Netiva writes clean, framework-standard code that you can read, edit and export whenever you want, with no proprietary runtime. Every change the agent makes is checkpointed, so a mid-week edit that confuses the shop can be rolled back. You can build and try the queue on the free plan; publishing on your own domain needs the Starter plan or higher.

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Drafted with AI assistance from Netiva’s product pages and reviewed by the Netiva team. Example data models, screens and prompts are illustrative starting points, not customer projects.

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