🛠️ Let tenants and visitors report a fault, like a dripping tap, from their phone without an account. Each building gets its own link to a form you shape, and every report lands as a work request with the reporter's details.
Turning the form on needs the Editor role or higher; shaping it needs Admin or Owner. Both are done on a computer.
Turn the form on for a building
Open Organization settings and click Public forms. Every site is listed with its buildings.
Tick Public form on the building. A building without an address asks you to confirm Enable public form, since only the site and building names will be shown.
Tick Show model in form if the building has a 3D model, so reporters can point at the room. Set a Form header text for the building, and on the site, the Name shown in form.
Shape the form
Click Edit form. Write the Header text every form shows.
Order the fields by dragging: Category, Description, Email, Images, Location, Name and Phone. On each, choose Make required or Make optional. Add new adds a text field of your own.
Add your Privacy policy link, and switch on Send confirmation emails to reporters when forms are submitted if reporters should hear back. Click Update.
The category list is fixed, from Heating/Cooling/Ventilation and Water/Drainage to Elevators, Cleaning and Other, and the field appears on the form only when it is required.
Share the link
Click Copy form link for the organization's form, where the reporter picks the building, or Copy link on a building's row for that building alone. Preview form shows what they will see. Put the link in the stairwell, in the lease, on the intranet. A QR code of the link comes from any QR generator.
What happens next
The reporter fills in the fields, points at the room on the floor plan or picks the Floor and Room, accepts the terms and clicks Send. The report lands under Work requests with the reporter's details. Members who asked for an email about new work requests get one, and those who chose to follow every new work request are added as collaborators. The reporter gets a confirmation email when that is switched on and they gave an email, and another when the status changes. See Keep the reporter informed.
If it doesn't work
Copy link is grayed out
The form is not turned on for that building yet.
Public form cannot be ticked on the site row
The site has several buildings. Tick each building instead.
Reporters see no Category
The category field shows only when it is required. Choose Make required on it.
