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Facilities

Keep your venue running: log repairs as work orders, schedule recurring maintenance, and keep your vendor contacts in one place.

Work Orders

Work Orders (Facilities → Work Orders) track one-time repairs and issues, from a leaky faucet to a broken cooler.

  1. 1

    Click "Add Work Order"

    Enter a title and description. Use a Quick Template (HVAC, Plumbing, Electrical, Equipment, Cleaning) to fill it in fast.

  2. 2

    Set urgency and attach photos

    Choose Low, Medium, or High urgency, and attach images or PDFs (up to 10MB) if helpful.

  3. 3

    Submit and track

    Click "Submit Work Order". Move it through Open → In Progress → Fixed, or Cancel it. Every change is logged with a timestamp.

Smart Tags (QR codes)

Smart Tags are printable QR codes you place on equipment. Anyone can scan one to report an issue without logging into the app.

Tip: Use "Generate Starter Tags" for common equipment, or "Add" for a custom tag, then "Print All" to print them as labels.

Maintenance Calendar

The Maintenance Calendar (Facilities → Maintenance Calendar) handles recurring tasks like filter changes and deep cleans, shown in a list or month view.

  1. 1

    Click "Add Task"

    Name the task, pick a category (HVAC, Refrigeration, Plumbing, Electrical, Kitchen, Cleaning, Safety, or General), and set a priority.

  2. 2

    Set the frequency

    Choose a preset (Daily, Weekly, Monthly, Quarterly, Annually) or a custom interval, plus a start date and reminder lead time.

  3. 3

    Create and complete

    Click "Create Schedule". The next due date is calculated automatically. Open a task to "Mark as Completed" — its history is kept for reference.

Color cues: due-date badges show red for overdue, yellow for due soon, and green for upcoming.

Service Providers

Service Providers (Facilities → Service Providers) is your directory of contractors and vendors — your HVAC company, plumber, electrician, and more.

  1. 1

    Click "Add Provider"

    Pick a category and enter the company name. Add a website and address if you have them.

  2. 2

    Add contact info and save

    Add a contact person, phone, and email, then click "Submit". Phone and email become clickable on the provider's page.

  3. 3

    Search when you need them

    Filter by category or search by company or contact name to find the right provider fast.

Related guides:

Expenses ›Getting Started ›