Facilities & work orders

Facilities is ActionConnect's computerized maintenance management (CMMS) module. It tracks the physical, hands-on work of running a campus — break/fix requests, scheduled upkeep, equipment, and spare parts — and is kept separate from project tasks. A leaking pipe, a broken HVAC unit, or a routine filter change lives here as a work order, not as a project item.

For the asset registry, custody, and check-in/check-out, see Assets & assignments.

Facility groups (campuses / sites)

Facilities work can be organized into groups — typically one group per campus or site (for example, Bronx vs. New Rochelle). Work orders, equipment, and parts can each be assigned to a group, which keeps each campus's data private from the others:

• A user who belongs to a group sees that group's records plus any unscoped (shared) records — those with no group assigned.
• A user who belongs to multiple groups sees all of theirs.
• Tenant admins see everything across all campuses.

Records with no group are visible to everyone with Facilities access, so use them for genuinely shared assets or jobs.

NOTE

Defining groups and managing their membership is admin-only, under Settings → Facilities → Groups.

Group filters and assignment

• The work-order, equipment, and parts forms each let you pick a Group.
• The work-order, equipment, and parts lists have a Group filter.
• Equipment detail shows the equipment's group.

Team chat per group

Each facility group has a built-in message thread — Team Chat — so the campus team can coordinate in one place. Only members (and admins) can read or post.

Work orders

A work order is a single maintenance job. Create one with a:

• Title and description.
• Priority, category, and type — all configurable per organization; your admin defines the exact sets, so they are stored as data, never hardcoded.
• Status, drawn from your custom work-order statuses. Each status carries a display color that shows on the board and in lists.
• Technician assignment — route the job to whoever will do the work.

Location

Work orders pin to a place through the Campus → Building → Room cascade, so you always know exactly where the job is. The cascade is managed by your admin in Settings.

Attaching equipment

Link the facility assets / equipment a job involves — the HVAC unit, the pump, the projector. The work order then appears in that asset's maintenance history, building a record of everything done to it over time.

To-do tasks

A work order carries an assignable to-do list. Each task has a title, an assignee, a due date, and a status — To do, In progress, or Done — so a single job can be broken into who-does-what without leaving the work order.

A personal My facility tasks view rolls these up across every work order, answering what do I have to work on today? in one list.

Checklists, comments, and files

• Checklists / procedures break a job into ordered steps so nothing is skipped.
• Comments keep a running log; choose notify options to alert the right people when you post.
• File attachments hold photos, manuals, or sign-off documents in your organization's private storage.

Internal notes

The comment composer has an Internal note toggle. An internal note is staff-only: it shows with an amber Internal note pill and is never emailed to the requester — the Email requester option is disabled while Internal note is on. Internal notes still appear (labeled) on the printed work order, so keep genuinely private context in mind when you post one.

Numbering and auto-save

• Work-order numbering is customizable — set a prefix, starting number, and padding in Settings so IDs match your existing scheme.
• Edits auto-save as you change fields; there is no separate Save button on the work-order dialog.

Print

A Print button produces a clean, read-only work-order sheet — properties, description, procedures, parts, and comments (internal notes appear labeled) — for sign-off, posting on site, or a paper trail.

Email intake

If your admin enables email intake for work orders, inbound messages to the configured address open work orders automatically — handy for letting staff report problems by email.

Views

The same work orders display three ways:

• Board — a kanban grouped by status. Drag a card between columns to change its status; status colors carry through.
• List — a searchable table with status, priority, and category filters for slicing the queue.
• Calendar — month, week, and day layouts showing scheduled work orders, including recurring preventive-maintenance events on their due dates.

Preventive maintenance

Recurring upkeep is driven by PM templates. A template defines the work to be done and a recurrence (for example, every 30 days or the first of each month). ActionConnect auto-generates work orders from the template, calculating each due date from the recurrence so scheduled maintenance never falls off the radar. Generated PM work orders appear on the calendar alongside ad-hoc jobs.

PM templates are configured by your admin in Settings. PM templates are group-scoped — a campus only sees its own (plus shared) templates, and work orders generated from a template inherit that template's campus.

Vendors

A Vendors registry (managed by your admin under Settings → Facilities → Vendors) holds each company's:

• Company name and contact name / email / phone,
• Address and website,
• Payment terms, and
• Contract start / end dates.

Vendors are group-scoped like other facility records: a campus only sees its own (plus shared) vendors.

Service vendors on equipment

From an equipment detail page you can assign one or more service vendors to a piece of equipment — mark one as primary and add a note for each — so you always know who services that asset.

Parts inventory on work orders

When a job consumes spare parts, record them on the work order:

• Adding a part to a work order decrements that part's catalog stock.
• Removing a part restores the stock.

Each part has a reorder point; when stock falls to or below it, the part shows in low-stock alerts and filters so you can reorder before you run out.

A part can also point to a supplier from the Vendors registry — chosen on the part form — in addition to the free-text supplier field.

Asset downtime tracking

When equipment goes out of service, start a downtime record with a reason and stop it when the asset is back online. ActionConnect calculates the duration, giving you a history of how long each asset was unavailable and why.

Next

• Manage the asset registry and custody in Assets & assignments.