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Maintenance requests start simple — just enough to get the job into the system. You can add further detail as needed, or expand the form up front if you’re logging a complex job with a contractor and cost involved.

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Raising a request

From the Maintenance Log, click New Request. Fill in the basics:
  • Title — a short description of the job (e.g. “Replace broken gate latch”)
  • Description — more detail about what needs doing and any relevant context
  • Premises location — where the job is (drawn from your centre’s premises locations)
  • Priority — Low (green), Medium (amber), or High (red)
  • Type — Reactive (one-off fix) or Scheduled (recurring task)
Click Save to log the request, or expand the optional fields if you need to add more detail now.

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Optional detail fields

For more complex jobs, you can also record:
  • Estimated cost
  • Contractor / supplier — free-text field for the name or company doing the work
  • Notes — any additional context, access requirements, or instructions
These fields can be filled in when creating the request or added later as the job progresses.

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Scheduled requests

If the request type is Scheduled, you’ll also set:
  • Recurrence — how often the job needs to happen (e.g. every month, every 3 months, every 6 months)
  • Next due date — when it’s next due
When a scheduled request is marked as Completed, the next occurrence is automatically generated with an updated due date. This means recurring tasks stay in the log without any manual follow-up. Overdue scheduled requests are flagged on the dashboard so they stay visible until they’re done.

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Raising from a hazard or incident

If you’re in the Hazard Register or Incident Hub and a fix is needed, you can raise a maintenance request directly from that record. The request form pre-fills the title, description seed, and premises location from the source record. Both records are linked — the hazard or incident shows the maintenance request it raised, and the maintenance request references its source.

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After logging

The request appears in the Maintenance Log with its priority badge and Open status. From here, a Maintenance Manager can pick it up, assign it, move it through the workflow, and mark it as Verified when the fix is confirmed. If the request was raised from a hazard or incident, that record will show a prompt to resolve once the request reaches Verified — a compliance user or admin confirms the resolution.