Staff member
Sees only their own work orders.
- Pages
- Home, My work orders, Building notices, Building services
- Can start
- Report a problem, New work order
My work orders
Facilities work order & maintenance request portal
A facilities work order portal is where staff report a broken light or a leaking faucet, the facilities manager assigns each order to a technician, and the technician works it to resolved. Whoever reported it follows progress on their own orders without calling the facilities office.
Pattern: RequestsDescribe it to Pory
“Staff across our two office buildings need to report facilities problems. Our facilities manager assigns each one to a technician, technicians see what's theirs, and whoever reported it can see progress.”
Viewing as
In plain English
How Pory sets it up
Pory gives every staff member, facilities manager and technician a sign-in of their own. Each staff member sees only their own work orders. It covers report → assign → resolve. Work orders, planned maintenance, building notices and facilities team live in Pory's own database, so there's no spreadsheet to keep in sync.
What it does
Staff log a fault with its building, floor and a photo
Faults reached facilities by email, a word in the elevator and a sticky note on the broken printer, and a third never got written down. A staff member picks the building and floor, the kind of problem, describes it and adds a photo. The order lands as Reported with their name on it, ready for the facilities manager to hand out.
Forms to submit a recordDone by: Staff member
The facilities manager puts each order on one technician's list
Work was handed out by shouting across the workshop, and nobody could say who had the Level 3 lights. The facilities manager opens an order and names the technician, and it lands on that technician's list; they write the fix on it and mark it To confirm, and it closes as Resolved once the reporter agrees. The board shows what's unassigned at a glance, so nothing sits in Reported for a week.
Assign to a personDone by: Facilities manager
Technicians open their own list of jobs, not the whole building's
Technicians used to get a forwarded email chain and pick their jobs out from everyone else's. Each technician signs in to a list of only the orders assigned to them, with the location, category and photo on each. They stop scrolling past other people's work to find the leaking faucet that's theirs.
Who sees which recordsDone by: Technician
Whoever reported a fault sees if it's assigned, underway or fixed
The only way to find out about a broken heater was to email facilities again, which added one more message to the pile they were working through. Each order a staff member has reported shows as a progress bar from Reported to Resolved, and asks them to confirm the fix once it's done. They check their own page, and facilities spends the morning fixing things instead of answering "any update?"
Status tracker for the submitterDone by: Staff member
Who sees what in a facilities work orders portal
Every person signs in to their own view. This is what each role in the demo gets.
Facilities manager
Sees every work order in the portal.
- Pages
- Home, Work orders, Planned maintenance, Building notices, Building services
- Can start
- Post a building notice
Technician
Sees the work orders assigned to them.
- Pages
- Home, Assigned to me, My planned tasks, Safety on the job
What’s in the facilities work orders portal template
The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.
Work orders
- Problem (text)
- Location (choice: Building A · Ground, Building A · Level 2, Building A · Level 3, Building B · Ground, Building B · Level 1, Parking lot)
- Category (choice: Electrical, Plumbing, Heating and cooling, Doors and locks, Furniture, Cleaning)
- Details (long text)
- Photo (file)
- Priority (choice: Low, Normal, Urgent)
- Fix by (date)
- Reported (date)
- Reported by (link)
- Technician (link)
- Status (choice: Reported, Assigned, In progress, To confirm, Resolved, Canceled)
- Resolution (long text)
Planned maintenance
- Task (text)
- Building (choice: Building A, Building B, Parking lot)
- Due (date)
- Technician (link)
- Done (yes/no)
Building notices
- Notice (text)
- Date (date)
- Building (choice: Building A, Building B, Both buildings, Parking lot)
- Kind (choice: Maintenance, Test, Cleaning, Closure)
- Details (long text)
Facilities team
- Name (text)
- Role (text)
- Covers (text)
The parts behind this portal
Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal
Collect
1 partForms
Signed-in or public, with typed fields and file uploads. A form files a record; it doesn't start an email thread.
Decide
2 partsStatus tracker
“Where's my request?” answered as a progress bar on the submitter's own page.
Assign to a person
Name who a record is for and it lands on their list, and nobody else's.
Control
3 partsWho sees which records
Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.
Passwordless sign-in
A sign-in link by email, by default. Password sign-in if you'd rather.
Your brand
Your domain, your colors, your logo. Members see you.
Frequently asked questions
A staff member signs in with a link sent to their email and lands on Home. They see Home, My work orders, Building notices and Building services, and only the work orders that are theirs. From there they can use “Report a problem” and “New work order”.
You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.
More property portals
All property portalsTenant portalLeases, rent status & maintenanceHOA management portalDues status, requests, violationsVacation-rental guest portalCheck-in & requestsCommercial lease management portalTenants & renewalsConstruction punch lists portalDefect → assign → fixed → verifiedBrokerage portalListing pipeline & offersProperty owner portalStatements, spend, occupancy per unit
Build your facilities work orders portal with Pory
Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited employees.