Request portals are a powerful feature that allow anyone—whether they are internal staff, tenants, customers, or visitors—to submit a maintenance or service request without needing an account. These portals can be enabled through your system settings and generate a unique, shareable URL.
Once activated, you can distribute this URL via email, embed it on your website, or post it on shared screens. When a user submits a request through the portal, the system automatically creates a new request entry in our system, which can then be reviewed, assigned, and tracked like any other request.
Key Benefits:
No login required: Ideal for occasional users or external parties.
Customizable fields: Collect the exact information you need.
Automatic tracking: Requests enter the same workflow as internal ones.
Simple to set up: One-time configuration in the settings menu.
This feature ensures a smoother, more accessible process for reporting issues, reducing communication delays and ensuring faster response times. To create a new request portal follow these steps:
Access the Settings
Log in to your CMMS account.
Click on Administration in the main menu.
Open the Settings section.
Select the Request tab.
Create a New Request Portal
Under the Request Portals section, click New.
This will open the form to set up a new request portal.
Connect to a Specific Asset (Optional)
If needed, select an asset under the Asset field.
This is useful if you’ve enabled the Asset field in the portal form.
Once set, users will only be able to choose this asset and its child assets when submitting a request.
Enter Portal Details
Name – Give your portal a clear and descriptive name.
Language – Select the language to be used on the portal.
URL Suffix – Define the unique ending of the portal’s web address.
Notes – Add any internal notes for context or usage instructions.
Configure Field Visibility
For each field (e.g., Contact Info, Description, Asset), choose one of the following:
Required – Field must be filled out before submission.
Optional – Field is visible but not mandatory.
Hidden – Field will not appear on the form.
Save the Portal
Click Save within the form to add the portal to your list.
Then click Save again on the main Settings page to apply changes and activate the portal.
Share the Portal URL
Copy the generated portal link from the list.
Paste it into your web browser to test it.
Share the link via email, website, or internally so users can access the request form.
