Operation Requests Overview

What are Operation requests?

An operation request gives you one place to:

- Record what needs to be done (maintenance, inspections, repairs, procurement, etc.)

- Assign who’s responsible

- Associate relevant items, kits, reservations, check-outs or other work orders

- Add comments, photos, and documents

- See a full history of what happened

They move through a simple flow: Draft → Open → In Progress → Closed.

Unlike reservations, requests don’t have to be tied to specific items, and they don’t affect item availability—equipment can stay available while a Work Order is open.

When to use Operations Requests

Use Case	Example
Maintenance	Schedule servicing, document repairs, keep maintenance history
Inspections	Run equipment checks, record results, track safety or compliance
Cleaning & upkeep	Plan cleaning, log when items were serviced
Procurement	Request new equipment, track orders, document receipt
Disposal	Record retirement or return of equipment and reasons
End-user requests	Let students or staff submit issues or requests with limited Cheqroom access

Requests are useful when you need a paper trail, want to assign ownership, or need to coordinate with others on equipment-related tasks.

Statuses at a glance

Draft: Being set up; only you see it. Edit, delete, or submit when ready.

Open: Relevant details have been added and ready for assignment

In-progress: Active; someone is working on it. Edit details, add comments and attachments, reassign, or close when done

Closed: Finished; view only. Kept for history and reporting.

Roles and Permissions

There are two new roles associate with Operations Requests: Work Order admin and Work Order Agent

- Work Order Admin: Full edit and management roles over templates. Can configure and add new templates in Settings.

- Work Order Agent: Create, edit, manage, and assign work orders. Full permissions for moving work orders through a workflow, but cannot edit the template settings.

- View only: Custom and existing roles can be given ability to submit and view work orders without managing them

There are a complete set of permissions associated with requests or work orders including managing status, adding attachments, generating documents and more. These permissions can be added to custom roles as needed.

Quick tips

- Be specific in the ticket name and description so the assignee knows what’s needed.

- Assign clearly —choose a person or “Unassigned” so it’s obvious who owns it.

- Comment as you go so everyone stays in the loop.

- Attach evidence —photos, receipts, test results—when it helps.

- Close when done so the record is complete and reporting is accurate.