Describe your buildings, requesters, and repair workflow. Makeform turns the brief into an online maintenance work order form that captures the exact location, problem, urgency, access instructions, photos, and contact details your team needs to triage and track each job.
Route maintenance requests to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a complete prompt, adapt it to your properties, or send it to the Makeform builder. The displayed fields are an example structure, not a live AI result.
Audience
Apartment residents reporting repairs
Format
Mobile request form with access permission
Prompt size
442 chars
Example form structure
Mobile request form with access permission
Resident contact, property, and unit
What type of problem is this?
Describe what is happening and when it began
Photos of the issue
Entry permission, pets, and preferred time
Suggested routing tags
New request
Urgent review
Scheduled
Ask for a building, floor, room, unit, or asset ID separately. A precise location prevents a technician from losing time searching for the problem.
Step 1
Report
location, issue, impact, and photos
Step 2
Triage
review priority, category, and access
Step 3
Assign
send a clear scope to staff or vendor
Step 4
Close
record work, parts, status, and follow-up
A better maintenance intake
A text saying “the sink is broken” leaves the facilities desk chasing a unit number, photos, entry permission, and urgency. A structured form gathers those details before the request joins the queue.
Separate property, building, floor, room, unit, and asset fields make requests filterable and give technicians a destination they can act on.
Conditional paths can ask about active leaks, affected outlets, equipment codes, pests, or appliance symptoms only when that service category is selected.
Every submission carries requester contact, impact, access, attachments, and timing together, so the person assigning work does not rebuild the brief.
One intake, several workflows
Start with the workflow closest to yours, then edit locations, categories, priority guidance, and completion fields in the builder.
Collect unit details, entry permission, pets, contact preferences, issue photos, and availability without asking residents to understand maintenance terminology.
Route employee requests by campus and trade while recording the affected room, asset, business impact, and desired timing.
Give maintenance staff checklist, readings, parts, labor notes, photos, outcome, and return-visit fields on the same structured record.
Package the location, scope, access, contact, target date, and attachments for a contractor, then request a diagnosis and completion update.
Build the workflow
Design the intake around the decisions your coordinator makes: where to send the job, how quickly to review it, who may enter, and what evidence closes it.
Tell Makeform whether residents, employees, technicians, or vendors will submit. Name your sites, common service categories, required contact details, and the handoff you expect.
Replace sample locations with yours, define clear urgency choices, require useful photos, and add category-specific follow-ups. Keep emergency instructions visible and direct urgent hazards to your established emergency channel.
Share a public link, embed the form in a resident portal or intranet, and configure notifications or integrations so new submissions reach the team responsible for review.
Give each request a work order ID and maintain status, assignee, schedule, notes, and completion evidence in your chosen workflow. Export or connect records when another system is your operational source of truth.
Form vs email vs paper
The maintenance request is only useful when a coordinator can locate, assess, assign, and later close it without reconstructing the story from scattered messages.
Field guide
Use these six sections to collect enough detail for triage and dispatch without forcing a tenant or employee to diagnose the repair.
Requester
Capture who noticed the issue and how the maintenance desk may reach them. For resident requests, keep the leaseholder or occupant name distinct from the best contact for scheduling.
Location and asset
Use structured location fields instead of one address box. An asset name, tag, serial number, or room reference can distinguish two similar units and connect repeat requests.
Issue and impact
Ask the requester what they see, hear, smell, or cannot use, when it started, and whether the condition is changing. Impact helps a coordinator judge priority without treating self-selected urgency as the only signal.
Urgency and safety
Define priority choices with examples your team recognizes. Place your emergency phone, security desk, or other approved channel above the form so people do not wait on an online submission when immediate action is required.
Access and evidence
Entry instructions and clear photos often prevent an avoidable trip. Ask about permission, occupants, pets, keys, alarms, parking, and time windows only to the level the assigned worker needs.
Assignment and closeout
A work order becomes operational when your team can connect the request to an owner, schedule, outcome, and next action. Add internal completion fields or send the submission into the system where those updates are managed.
Related tools
Pair work order intake with tenant reporting, inspections, equipment history, approvals, and more specialized repair requests.
Collect apartment-specific repair details, resident access preferences, photos, and contact information.
Open toolCreate a general request intake that can serve operations, facilities, or production teams.
Open toolDocument service needs and maintenance activity for tagged machines and equipment.
Open toolRecord room-by-room conditions and turn inspection findings into clear follow-up items.
Open toolCollect scope, cost, attachments, and reviewer decisions before approved work begins.
Open toolBuild an intake for residential repair businesses receiving homeowner service requests.
Open toolFAQ
Practical answers for facilities and property managers replacing incomplete calls, messages, or paper tickets.
It is a structured way for a tenant, employee, technician, or manager to report maintenance work and provide the details needed to act: requester, exact location, asset, issue, impact, urgency, access, and attachments. Internal fields can then record assignment, schedule, diagnosis, work performed, parts, completion evidence, and follow-up.
Usually require requester contact, property or site, precise room or unit, service category, plain-language description, operational impact, access information, and an urgency choice. Require an asset ID where equipment is tagged. Photos are especially useful for visible damage, leaks, error displays, and parts, but offer another path when a requester cannot upload one.
Yes. Share the published form link or embed it in a resident portal so a tenant can enter details and upload photos from a phone. Keep the first screen simple, use dropdowns for properties and categories, and show extra questions only when the selected issue needs them. No requester should need maintenance vocabulary to explain a symptom.
Do not make a normal form the only emergency channel. Put your actual emergency phone number, security desk, or escalation instruction prominently before the fields, with examples of conditions that require immediate contact. The form may still collect a record, but your organization should define who monitors it and how urgent submissions are escalated.
You can create conditional paths for plumbing, electrical, heating and cooling, appliance, grounds, cleaning, access, or other categories, then use notifications or connected workflows appropriate to your setup. Ask only the follow-up questions that help that trade. Test every branch and keep a general option for issues that do not fit the list.
Start by assigning a stable work order ID and agreeing on statuses such as new, triaged, assigned, scheduled, waiting, completed, and closed. Keep assignee, target date, internal notes, work performed, parts, photos, and next action with that ID. Makeform can serve as the intake, while a connected sheet or work-order platform can remain the source of truth for ongoing dispatch.
Build a technician-facing section or a separate linked completion form that asks for the work order ID, arrival and finish times, diagnosis, work performed, parts used, outcome, photos, and whether another visit is required. Decide which notes are internal and which can be shared with the original requester before publishing the workflow.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect maintenance requests without a form or response cap. The paid tier removes the Makeform badge.
Give every repair a usable starting point.
