Vendor-Managed Maintenance Requests in ETS

Vendor-managed maintenance requests allow customers to approve or reject equipment maintenance estimates.  This feature is designed for companies managing client-owned equipment.

Enabling Maintenance Request Tracking	Scheduling Maintenance Work Orders
Adding Maintenance Requests	Completing Maintenance Work Orders
Creating Quotes
Approving Quotes

Vendor-managed ETS must be enabled for your account to access this feature.

Please contact customer support or your account manager for access.

Enabling Maintenance Request Tracking

1. From the portal site, select Tools > Equipment Tracking System.
2. Select the Equipment tab.
3. Select the Edit Pencil in the Actions column for a piece of equipment.
4. In the Settings section, enable Track Maintenance.
   
5. Save the page to confirm changes.

Adding Maintenance Requests

1. From the portal site, select Tools > Equipment Tracking System.
2. Select the Equipment tab.
3. Select the Edit Pencil in the Actions column for a piece of equipment.
4. Select the Maintenance Request subtab, then + Add Maintenance Request.
5. Fill out the information.
   
   • Title - The name of the request.
   • Type - The type of maintenance request (service, repair, breakdown, or parts).
   • Description - Any additional notes or details regarding the request.
   • Uploading media is optional. Up to three images can be uploaded.
     
6. Select Save to add the request.

Creating Quotes

1. From the portal site, select Tools > Equipment Tracking System.
2. Select the Equipment tab.
3. Select the Edit Pencil for a piece of equipment in the Actions column, then select the Maintenance Request subtab.
4. In the Actions column, select Quotes on an existing request.
   
5. Fill in the information.  Required fields are indicated by an asterisk (*).
   1. Item Type* (Labor or Parts) - Defines the item type.
      • 'Parts' is used when quoting the price of a physical item, such as a replacement cord, a new filter, etc.
      • 'Labor' is used when quoting the cost of labor hours.
   2. Quantity* - Defines the number of parts or labor hours. 
      • If the Item Type is Labor, Quantity is the number of labor hours.
   3. Rate* -  The cost of the item type.
      • If the Item Type is Labor, Rate is the hourly labor rate associated with the request.
   4. Cost* - This field is automatically generated by multiplying the Quantity by the Rate.
   5. Description - A brief note or description of the quoted item.
      
6. Select Send to Customer to send a quote to the client.
   • The quote will be sent to the Primary Email Address associated with the equipment's assigned Customer.
     

Approving Quotes

Customer Approval

The following steps show how a customer would approve a maintenance request quote.

1. The customer receives an email overview of the quote.
   
2. Select Click to Review.
3. On the following screen, review the information. The customer will be able to see the following information related to the maintenance request:
   • Equipment Details - Equipment name, serial number manufacturer, type, and assigned location.
   • Maintenance Request Details - Maintenance request title, type, status, created date, and employee name.
   • Estimate (Quote) Details - Item type, quantity, rate, cost, and description.
   • Documents - Any images uploaded with the original maintenance request.
     
4. Select Approve or Reject. Once selected, the action cannot be undone.

 

Employee Approval

Employees can approve maintenance request quotes on behalf of the customer.

1. From the portal site, select Tools > Equipment Tracking System.
2. Select the Equipment tab.
3. Select the Edit Pencil for a piece of equipment in the Actions column, then select the Maintenance Request subtab.
4. In the Actions column, select Approve on an existing request.

Scheduling Equipment Maintenance Work Orders

1. In ETS, select the Equipment tab.
2. Select the Edit Pencil in the Actions column for a piece of equipment.
3. Select the Maintenance Request subtab.
4. For an Approved maintenance request, select Work Order in the Actions column.
   
5. Fill out the information.
   • Employee - The employee assigned to the work order.
     
     Only employees marked as Maintenance Technician on their Employee Maintenance page can be scheduled on a maintenance request work order.
   • Scheduled Date - The scheduled date and time of the work order.
   • Duration - The estimated duration of the work order.
   • Remarks - Any notes related to the work order.  This will be added to the work order's Work Description.
6. Select Save to create the work order. The work order will be created in the Scheduled status.
   

Completing Equipment Maintenance Work Orders

Work Orders can be completed from the web portal or JM Connect.

Once the Work Order has been marked as Complete:

1. In ETS, select the Equipment tab.
2. Select the Edit Pencil in the Actions column for a piece of equipment.
3. Select the Maintenance Request subtab.
4. For an Approved maintenance request, select Complete in the Actions column.
5. The Maintenance Request will be marked as Complete.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.