home

MinistryPlatform

RealmMinistryPlatformPDSACSAccountingGivingConnectShepherdGrowth MethodGo MethodMissionInsiteGatherHeadMaster ChildcareTrust Center
RealmMinistryPlatformPDSACSAccountingGivingConnectShepherdGrowth MethodGo MethodMissionInsiteGatherHeadMaster ChildcareTrust Center

What would you like to know more about?

Show Contents

thumbnailMinistryPlatform

Facility Management

Maintenance Requests

An overview on managing maintenance requests as part of your facilities in MinistryPlatform, including basic information and record field descriptions.

There may be times when people need to alert you to some sort of maintenance in a facility. This could be as simple as a restocking need (like more paper towels in the nursery) or more complex requests (like a problem with the HVAC system in the chapel).

Staff users can create Maintenance Request records under Facilities > Maintenance Requests.

Maintenance Request Fields

Submitted For
The person submitting the request. If you're entering the request for someone else, select that person so they can be notified (if applicable).
Request Date
The date the request was submitted.
Request Title
A brief description of the request, up to 50 characters. For example, New light bulbs in 2nd floor hallway.
Description
A full description of the request. For example, Two light bulbs need to be replaced in the 2nd floor hallway, right outside of Classrooms 202 and 203.
Notes
Notes for or about the request. This should be filled in by the person handling the maintenance request.
Completed
Indicates whether this request has been completed (based on the Maintenance Request process). This is initially set to N/A. Once the assigned user completes their maintenance task, it is set to Yes. If the assigned user rejects the task, it is set to No.

Set Up a Maintenance Request Process

You can set up a process that notifies the right people about maintenance requests. The Maintenance Request process exists by default in your system, but you'll need to set the users who should be involved and activate the process. Here's how!

  1. In the navigation menu, click Administration > Processes.
  2. Open the Maintenance Request process record.
    If you don't see this record, contact Support to add it to your system.
  3. Click Edit Record.
  4. For Process Manager, select the user who is responsible for this process. This could be a Platform administrator or the staff user who manages facilities.
  5. Set Active to Yes.
  6. Click Save.
  7. Click the Steps tab, and select the appropriate user for each step.
    1. Open the step record.
    2. Click Edit Record.
    3. If needed, enter instructions to assist those who are assigned a task associated with this step. These instructions display in the body of the task.
    4. For Specific User, select the user who is responsible for this step. Or, to share a step between users, select a Specific User Group at the bottom of the record.
    5. Click Save.
    6. Repeat this for each of the applicable steps.
  8. Close the process record.

That's it, your process is ready to go! If you'd like to update the wording in the notifications, go to Communications > Templates, search for "Maintenance", and edit the applicable templates.

portal
MinistryPlatform
Platform

Last updated: November 24, 2025

Related Articles: