Facilities Maintenance Request and Work Order Software
Kissflow lets any campus user submit a maintenance request with location, urgency, and photos, routes a repair above a set cost or scope threshold through delegated approval automatically, keeps a full audit trail from submission to completion, and gives the requester live status in a self-service portal, so a status question never has to become another phone call to the physical plant office.
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A leaking dorm ceiling and a broken lecture-hall projector land in the same queue with no way to tell which one is urgent
Every campus runs on a physical plant work order queue, and everyone who's ever submitted one knows the frustration: a request goes in, and from that point on it's a black box. Whether it needs a budget sign-off because it's a larger repair, whether it's been assigned to a technician yet, whether it's even been seen, none of that is visible to the person who filed it, whether that's a resident advisor reporting a leak or a faculty member reporting a broken projector before a 9 a.m. class.
Physical plant offices commonly manage this on a paper or email-based intake with no self-service tracking, which means every status question comes back to the office as another phone call or hallway conversation, on top of the actual repair work. Larger requests, an HVAC repair over a certain dollar threshold, a structural issue, need a delegated approval chain the smaller requests don't, and without a workflow to route that automatically, bigger jobs sit waiting for someone to notice they need sign-off.
Kissflow rebuilds this as a governed intake and approval app: a request form any campus user can submit, multi-stage approval with delegation and escalation for work above a set threshold, a full audit trail from submission to completion, live status tracking, and a requester self-service portal so a status question never has to become a phone call again.
What breaks when facilities requests have no visible status
Requesters can't see status
A submitted request disappears into the queue with no way to check on it.
Larger repairs skip needed approval
A request above a budget threshold moves forward without the sign-off it should require.
No delegation when the approver is out
A request stalls if the one person who approves it is unavailable.
No record of what happened when
There's no audit trail connecting the original request to what was actually done.
Six modules. Built so a status question never has to become a phone call.
Every module ships with default forms, routing, and dashboards. Configure each one to your facilities request and approval policy in the visual builder.
Self-service request intake
Lets any campus user submit a maintenance request with location, urgency, and photos attached.
Threshold-based approval
Routes a request above a set cost or scope threshold through the appropriate sign-off automatically.
Delegation and escalation
Reassigns an approval automatically if the primary approver is unavailable, so requests don't stall.
Full audit trail
Records every step from submission through assignment, approval, and completion.
Live status tracking
Shows the requester and physical plant exactly where a request stands in real time.
Requester self-service portal
Lets a requester check status and add updates without calling the physical plant office.
From request to system of record in four steps
Submit
A campus user submits a maintenance request with location, urgency, and photos.
Review
The request is assigned, and routed through delegated approval if it exceeds a set cost or scope threshold.
Approve
A technician completes the work with status updated in real time in the self-service portal.
Record
The request closes with the requester notified and the full audit trail from submission to completion retained.
What changes when facilities requests run on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Request intake | Email or paper form with no confirmation | A tracked digital request with instant confirmation |
| Status visibility | A phone call to the physical plant office | Live status in a self-service portal |
| Larger repair approval | Easy to miss without a formal trigger | Routed automatically above a set threshold |
| Approver unavailability | A request stalls with no backup | Delegated automatically to a backup approver |
| Audit trail | Reconstructed from memory if ever needed | A complete record from submission to completion |
| Reporting | No visibility into request volume or backlog | A dashboard showing open, approved, and completed requests |
Connects to your CMMS and campus ID system; your CMMS stays the system of record for asset history
Kissflow does not replace a computerized maintenance management system for asset-level history. It is the request intake and approval layer campus users interact with.
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Built so a status question never has to become a phone call
Requests submitted from anywhere
Any campus user can file a request with photos, from a phone, without a physical plant office login.
Approval that scales to the job
A small repair moves fast; a larger one gets the sign-off it needs, automatically.
Status visible without a phone call
A requester checks their own request status in the portal.
Live in weeks
Physical plant configures request types, thresholds, and routing in the visual builder.
No stalled approvals
A backup approver picks up automatically when the primary is out.
A complete record
Every request has a full history from submission to completion.
Related apps
Preventive Maintenance Schedule Management System
The proactive counterpart, scheduled maintenance rather than reactive requests.
Work Order Management & SLA Management System
The escalation layer that watches every open work order this app creates against its deadline.
Capital Improvement & Renovation Request Management System
Where a maintenance request that turns out to need capital funding gets escalated.
We help physical plant offices give every requester a status they can check without calling
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CIO, SN Aboitiz Power Group
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Talk to usGot questions? We're here to help.
Get SupportNo. A computerized maintenance management system stays the system of record for asset-level maintenance history. Kissflow is the request intake and approval layer campus users interact with.
This app is the front door, intake and approval for a new request. Work Order Management & SLA Management System is the escalation layer that watches every open work order against its deadline once it's already in progress.
A request above a configured cost or scope threshold routes automatically to the appropriate approver, a facilities director or budget office, before work begins.
The approval delegates automatically to a configured backup, so a request doesn't sit waiting for one person to return.
Yes. A self-service portal shows status to the original requester using their campus credentials, no facilities system access required.
Yes. Urgency level is captured at intake and can route high-urgency requests, a safety hazard or utility failure, through an expedited path.
Yes. Approved work orders can be pushed to your CMMS for asset-level tracking, with Kissflow remaining the request and approval front end.
Yes. Kissflow is certified to SOC 1, SOC 2, SOC 3, and ISO/IEC 27001.
