Describe your property and maintenance schedule. Makeform creates a digital checklist for routine tasks, readings, issue photos, and follow-up.
Send maintenance logs to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a workflow, adjust it, or send the prompt to the Makeform builder. The fields are examples.
Audience
Facilities staff checking common areas each morning
Format
Mobile checklist with exceptions and photos
Prompt size
325 chars
Example form structure
Mobile checklist with exceptions and photos
Staff member, building, and round time
Common-area task status
Where is the issue?
Issue details and priority
Upload an issue photo
Suggested routing tags
Completed rounds
Follow-up needed
Urgent issues
For equipment tasks, request an asset ID and exact location so each service note is traceable.
Step 1
Inspect
open the right round on a phone
Step 2
Record
mark tasks and capture readings
Step 3
Escalate
add photos, priority, and owner
Step 4
Close
review work and schedule the next visit
A clearer maintenance record
Record what staff checked, completed, and flagged without deciphering paper notes.
Use the same complete, needs attention, deferred, and not applicable choices across every site and shift.
Capture building, room, system, and asset ID for accurate follow-up.
Require priority, photos, immediate action, assignee, and due date only when an item fails its check.
Made for recurring work
Build daily, monthly, seasonal, or issue-based rounds with familiar response choices.
Check entrances, restrooms, corridors, lighting, waste areas, leaks, and visible damage on one mobile form.
Record equipment readings, consumables replaced, work performed, parts used, and the next service date.
Group roof, drainage, envelope, heating, cooling, and grounds tasks around weather changes.
Use location and property type to present relevant areas while preserving a consistent management view.
Checklist setup
Start with the route and schedule, then collect actionable exception details.
Name buildings, zones, equipment, roles, tasks, and maintenance intervals.
Order tasks, add status choices and reading units, and remove irrelevant questions.
Show issue details, photo upload, priority, temporary action, owner, and target date when staff select needs attention.
Share the form and route completed rounds or exceptions to managers.
Choose the right format
Choose a reference list or a structured record submitted after every round.
Field guide
Six field groups turn a generic task list into a log that tells facilities managers what happened and what comes next.
Visit context
Record who performed the work, where, and when. Use property and zone dropdowns for consistent filtering.
Routine tasks
Group tasks in walking order. Consistent results distinguish completed work from checks requiring no action.
Readings & assets
Pair each temperature, pressure, runtime, or meter value with its unit, asset, and expected range.
Issue evidence
For flagged tasks, collect enough detail to assess the issue without another discovery visit.
Follow-up ownership
Name the reviewer and due date, then record whether the issue needs internal work, a vendor, or a work order.
Completion & review
Separate completed tasks from open exceptions. A manager status records whether follow-up was reviewed.
Related tools
Use focused forms for equipment service, property inspections, repair requests, and detailed reports alongside the recurring building checklist.
Document service tasks, readings, parts, and the next due date for individual assets.
Open toolCapture a broader property condition review with room-level observations and photos.
Open toolGive occupants and staff a focused way to report a repair or service need.
Open toolSummarize work performed, findings, materials, and remaining recommendations after a visit.
Open toolStructure routine safety observations and follow-up details for flagged conditions.
Open toolCollect space, access, setup, service, and facility support requests in one intake form.
Open toolFAQ
Practical answers for facilities teams moving recurring rounds from paper to a digital form.
It is a digital record completed during property rounds. It lists tasks to inspect or service and records results, readings, issues, actions, and follow-up.
Include entrances, doors, lighting, restrooms, plumbing, HVAC, electrical observations, waste areas, grounds, roof drainage, leaks, and equipment condition. Separate daily, monthly, and seasonal work.
Show exception fields for location or asset ID, description, severity, photo, immediate action, requested trade, owner, and target date.
Yes. Start with property and zone selectors, then show tasks by site or property type. Keep status choices consistent across locations.
Yes. Add number fields with units for temperature, pressure, runtime, or utility values. Pair readings with the system, asset ID, and location.
Yes. Add file uploads to exception sections. Also request a location and description because a close-up may not identify the room or asset.
Yes. Makeform is unlimited free for generating, editing, publishing, and collecting responses. The paid tier removes the Makeform badge.
Set frequencies from the property, equipment instructions, operating needs, and maintenance plan. Put the interval and next due date in each checklist.
Replace the maintenance clipboard with a usable log.
