Maintenance & service calls module

Maintenance in plain sight.Issues that really get closed.

Any staff member reports an issue from a phone in half a minute. The call reaches the person who can fix it, everyone in charge of the place sees it, and at the end the reporter confirms it was really fixed.

Book a personal demo How it works

Report from a phone in 30 seconds Automatic routing to the right person Three urgency levels The reporter confirms the fix

Open callsSafetyImportantRoutine

Closed today

Why it matters

Two people used to know about an issue.Now everyone sees it.

People used to leave a note at the office. The maintenance worker took it, and whatever happened next stayed between two people: what was fixed, what was put off, and when. No one else knew the issue existed, or how much work was really waiting for him. A service call works the other way round: as many eyes as possible on every issue.

BeforeA note at the office

2people know about the issue

What is happening with it? No one knows.
Who else sees it? No one.
How much work is waiting for the worker? No way to tell.

NowA service call

pairs of eyes on the call

You see what stage the call is at, and who has it.
Everyone in charge of the place sees it.
You see how many open calls each assignee has.

One call, from start to finish

Monday, 07:40.There is a leak in room 14.

This is what one service call looks like in a youth village: who reports it, who it reaches, who sees it along the way, and who confirms at the end that the issue was really fixed.

Carmel building · room 14

The service call

Who sees the call

SafetyImportantRoutine

All the steps in writing

Automatic routing

The reporter does not need to know who fixes it.The system knows.

You define once the call categories, the tasks in each category, and who can do each task. From then on every new call reaches the right person, with all the details.

What is reported

Facilities and locations

You set up the campus buildings and the locations in each one, down to the room. Whoever reports just picks from the list.

Categories and tasks

Each category has a list of tasks, and for each task you set who can do it. A loose socket goes to the maintenance worker, an electrical panel only to the chief electrician.

Automatic or manual routing

The school decides: the system assigns someone to every new call, or the maintenance manager assigns them personally.

With an approval step or without

You can require approval before work on a call starts, or skip this step in the settings.

Not only maintenance

Any team that receives requests and carries them out works the same way, with its own categories, tasks and assignees.

Maintenance
Cleaning
Gardening
IT
Telecom

Who sees what

Everyone sees their own part.Together they see everything.

Several people look at every call, each from their own angle. That way an issue is never forgotten with one person, and management sees the full picture without asking anyone.

1ReporterSees every call they opened, and gets a notification when the work on it is done.

2Counselor in charge of the buildingAppears on every call opened for their location, and sees it even when someone else reported it.

3House motherSet as a follower of the location, she sees every call opened there.

4Maintenance workerSees the calls assigned to them, with all the details, and records what was done.

5Maintenance managerSees all calls by urgency, and how many are open with each assignee.

6Grade coordinatorSees every issue in the buildings of their grade.

7Head of boardingSees all the service calls of the boarding school.

8Village directorSees every service call in the village, in all buildings.

The call from room 14Calls this role seesOther callsTo the management dashboard →

Overview

Urgent first.Then everything else.

Calls are sorted by urgency: safety on top, then important, then routine. Filter by status, assignee, location, category or dates, and export the list to Excel or to an A4 sheet for printing.

What you filter is what comes out: a work sheet for an assignee with the calls waiting for them, or an Excel file for management.

Urgency

Three levels, three colors

Safety, important and routine. The color tells everyone the same thing, and the list is sorted by it.

Status

See where every call stands

New, in progress, done or closed. You see at once what has not started yet, and what is waiting for the reporter to confirm.

Notifications

No one has to chase anyone

The assignee is notified about every new call, and the reporter is notified when the work is done, with a link to the call.

Part of one system

Not one more maintenance tool.Part of the system that runs the whole school.

Buildings, rooms and staff are set up in Smart Campus once, and every module works with them. That is why a service call is not a separate list but part of the overall picture of the school. A standalone maintenance tool cannot give you that.

Carmel building · 6 rooms

Occupied bedFree bedOpen call

Group managementstudents placed in the rooms of the building

Building occupancyof the beds in the building are taken

Service calls1open call in the building, in room 14

Rooms and beds

For every room you set how many beds it has. In group management you place students in rooms by the beds, and see the occupancy of every building.

The management dashboard

Open calls appear on the management dashboard in real time, and a new call can be opened right from it.

To the management dashboard →

Staff and permissions

The people in charge, the followers and the assignees are staff members already set up in the system, with their roles and permissions.

The same app

The counselor who reports attendance and approves exits also reports an issue, from the same place. No extra system to learn, and no extra password.

All modules →

FAQ

Questions we hear in every demo

What is the service calls module?

A system for reporting and handling issues and service requests on campus. Whoever sees an issue reports it from a phone, the call reaches the person who should handle it, everyone in charge of the place sees it, and it is closed when the reporter confirms the issue was fixed.

Who can open a call?

Any staff member with permission, from a phone or a computer. You choose the urgency, location, category and task, add details, and can attach a photo.

How does a call reach the right person?

You define the call categories, the tasks in each category and who can do each task in advance. When a new call is opened, the system assigns it to the right person, who gets a notification with all the details. A school that prefers to assign manually turns automatic assignment off in the settings.

Who sees each call?

The reporter, the assignee, the person in charge of the location and the followers set for it, the maintenance manager and management, each according to their role and permissions. So there are several pairs of eyes on every call, not just the reporter and the assignee.

What is the difference between the person in charge and a follower?

The person in charge is the staff member responsible for the location, for example the counselor of the building. They appear on every call opened for the location, even when someone else reported it. A follower is another staff member who sees the calls for that location, for example the house mother.

Can we require approval before work starts?

Yes. A call has three steps: approval, work and closing. In the approval step you set who approves the work. A school that does not need this step skips it in the settings, and the call goes straight to work.

How do we know the issue was really fixed?

The assignee marks the work as finished and writes what was done. The reporter gets a notification with a link to the call, and confirms the issue was fixed, or marks that it was not and adds a note.

Is it only for maintenance?

No. The module suits any service that connects the person who reports with the person who does the work: maintenance, cleaning, gardening, IT, telecom and more. Each service gets its own categories, tasks and assignees.

Can we print the calls or export them?

Yes. Filter the list by status, urgency, assignee, reporter, call type, location or dates, and download it as an Excel file or print it in A4 format.

How does it connect to the rest of the system?

Buildings, rooms and staff are set up in the system once. The number of beds in each room is synced with group management, where students are placed in rooms and the occupancy of the building is shown, and open calls appear on the management dashboard.

Who can see the information, and how is it stored?

Only people with permission, according to their role. Data is hosted in Israel on AWS, and every action is logged. Smart Campus is certified to ISO 27001 and ISO 27799.

Next step

An issue everyone seesis an issue that gets fixed.

In the demo we will open a service call for a sample building together, and show how it reaches the assignee, who sees it along the way and how it is closed.

Book a demo The maintenance process guide