Maintenance Requests checklist
Track maintenance requests from every site through assessment, contractor booking, attendance and sign-off.
Request referenceDate started
Work down the steps in order. Fields marked * must be filled in before moving to the next step.
1. Reported
A site has logged something that needs fixing.
- Enter the Site and say where on site in Location on site (e.g. "back dock, cool room 2").
- Describe the Issue: what is wrong, since when, and whether it is getting worse.
- Set Priority. Urgent means a safety risk, a food safety risk or the site cannot trade.
- Attach a Photo of issue if you can. It often saves a wasted contractor visit.
Completed byDate2. Assessed
Checked by facilities, and a contractor booked.
- Review the issue and photo. Call the site if anything is unclear.
- Record who assessed it in Assessed by.
- Book a contractor and write the business and booking in Contractor booked (e.g. "Refrigeration contractor, Tuesday 8am").
- Pick them in Contractor contact so their details are one click away next time.
- Enter the Quoted cost (ex GST). Use 0 for work covered by a service agreement.
Completed byDate3. Scheduled
Contractor is booked in with a date.
- Set the Attendance date.
- Tell the site the date and time, and what access the contractor needs.
- If the date moves, update it here so the record matches reality.
Completed byDate4. Completed
Work done, checked and signed off.
- Confirm with the site that the issue is fixed.
- Record what the contractor did in Work done, including any parts replaced.
- Attach the Contractor invoice when it arrives.
- Enter your name in Signed off by.
Completed byDate