How to submit a service request
A service request is the way to ask for help inside UnSpot: order stationery, report a fault, have a meeting room prepared. There are three ways to submit one: through the general “Create a request” window, from the object information card on the map (or by QR code) and from the meeting-room booking card. This article helps you choose a way and shows how to use the general window; detailed instructions for each kind of request are in separate articles.
Three ways to submit a request
| Where to submit it from | What you can order | Particulars |
|---|---|---|
| The “Create a request” window: the button in the UnSpot header or the “Create a request” button on the “Service requests” page | Any service: for employees, for an office object, for a meeting. A visitor pass can be requested there too | You pick the service first, then fill in the form: an office, an object or a meeting, depending on the kind of service |
| The object information card on the map — the “Request” button. Or the QR code stuck on the object | Services for an office object: desk, parking space, meeting room, POI, the office as a whole | The place is filled in automatically. By QR a request can be submitted without signing in, but such a request is anonymous |
| The card of your meeting-room booking — the “Request service” button | Services for a meeting: prepare the room, lay out a coffee break | The meeting is filled in automatically, and the “Due date” field defaults to the date of the meeting |
The ways differ in how much UnSpot fills in for you: a request about an object already carries the place, a request from the booking card carries the meeting. The general window lets you submit a request of any kind, but the place or the meeting has to be picked by hand. What matters more is choosing the right office: if the service has assignees set per office, the request goes to the assignee of the office it relates to.
The “Create a request” window
The “Create a request” button is in the UnSpot header (in the mobile version, in the menu under “Requests”) and on the “Requests” → “Service requests” page. Wherever you click it, the same window opens.
- Click “Create a request”.
- Pick an “Office” if needed. The field is optional. The office is picked in the “Office” window: find it in the tree or with “Search offices” and click “Select”. A building or a floor can be selected, a city cannot; the cross in the field clears the choice. Without an office the list shows only the services available in all offices; with an office selected, the services set up for that office are added — the exact rule is below. If you change or clear the office, the selected service is reset and the list reloads.
- Find the service in the groups or start typing its name in “Search services”. The search matches any part of the name, ignores case and covers all groups at once; groups with no matches are hidden. If nothing matches, the window shows “Nothing found”.
- Select the service and click “Create a request” at the bottom of the window — the button stays inactive until a service is selected. The request form opens with this service already selected, and the office from the window is carried over into it (see the table below for how).
- Fill in the form — its fields depend on the service group (table below) — describe the task in the “Description” field and click “Send request”.
Which services the window shows. The list is built like this:
- No office selected — only services available in “All offices”. If requests for a service are processed inside UnSpot, it must have an active assignee; services whose requests go to an external system are shown without an assignee too.
- An office selected — “Selected offices only” services are added if their settings have a row for this office or for the office one level up. For example, a floor is selected and the row is set for the whole building — the service is in the list. With processing inside UnSpot the row needs an active assignee; with external processing the row itself is enough.
- Switched-off services never appear in the window. The “Request a visitor pass” item in the “Visitor passes” group is always there.
Services in the window are arranged in groups. Each group has a short description under its name. A group appears only if it contains at least one available service; the “Visitor passes” group is always in the window:
| Group | What it is for | What is added to the form |
|---|---|---|
| “Visitor passes” | A pass for a visitor | The visitor pass request form opens — see the article on visitor pass requests |
| “Employee services” | General office tasks not tied to a place: stationery, access, IT help | A mandatory “Office” field. If the office was picked in the window, it is filled in automatically |
| “Office services” | A task about an object or equipment in the office | A mandatory “Object” field: the “Find a resource” button opens a search. If an office is selected in the window, the search opens on that office and the offices nested in it |
| “Meeting room services” | A service for a meeting in a booked meeting room | A mandatory “Meeting” field: the list holds only the meetings you organise, from today and seven days ahead. If an office is selected in the window, the list holds only meetings in meeting rooms located directly in that office. Details are in the article on a request for a meeting |
Due date and files
Besides the description, the form can have two more fields. Whether they are there and whether they are mandatory is decided by the administrator in the settings of each service, so the form looks different for different services. A mandatory field is marked with an asterisk.
| Field | How to fill it in |
|---|---|
| “Due date” | Only a date is picked in the calendar, past days are unavailable. UnSpot sets the time itself: 18:00 on the chosen day, and for a request for a meeting, the end time of the meeting. Meeting-room services always have this field, and it is always mandatory |
| “Files and images” | The “Upload file” button: up to three images in PNG or JPG format, up to 15 MB per file. If the field is mandatory, the request is not sent without a file: UnSpot shows “A file is required to submit the request” |
If you used to be able to attach images to requests for some service and the upload block is now missing from the form, the “Files and images” field is switched off in that service’s settings. The UnSpot administrator can switch it on.
What has to be set up for each way
All three ways depend on the company settings. There is one common condition: the “My requests” module has to be enabled in UnSpot and at least one matching service has to exist — switched on and, if requests are processed inside UnSpot, with an active assignee. A service can be available in all offices or only in selected ones: then it is offered in those offices and in their child offices one level down, and is not visible in the rest (more in the section on the window). Then, by way:
| Way | What has to be set up |
|---|---|
| The button in the header | An active service of the “For employee” or “In the office” type exists. The button may be in place without them — the visitor pass module shows it as well. If the company has only meeting-room services and visitor pass requests are off, there is no button in the header — use the button on the “Service requests” page or the booking card |
| The button on the “Service requests” page | No separate conditions: the button is always on the page, and the window shows only the services available to you |
| The object card | An active service of the “In the office” type exists and is available in the office of this object. The “Request” button is always in the object information card, but without such a service the list in the form will be empty |
| The QR code | The same service is switched to “Public” mode, and the administrator has exported and printed the codes |
| The booking card | An active service of the “In meeting room” type exists and is available in the office of this meeting room, and you are the organiser of the meeting, the organiser’s manager or an employee with the right to manage all users |
If the entry point you need is missing, only the UnSpot administrator of your company can set it up — an employee has no influence on this.
If the request is not sent
| Message | What happened | What to do |
|---|---|---|
| “Unable to submit a service request. The service is not available.” | You have no access to the office the request relates to: the selected office, the office of the object or the office of the meeting room | Pick an office you have access to, or contact the UnSpot administrator |
| “A file is required to submit the request” | The service has a mandatory “Files and images” field, and no file is attached | Attach at least one image |
| “Unable to submit a service request. Required field is missing.” or “Unable to submit a service request. Field is not allowed for this service.” | The form fields did not match the service settings — for example, the settings changed while the form was open | Close the form, open it again and fill it in once more |
What happens after you send it
Whichever way you use, the request lands in one and the same list: the “Requests” section → the “Service requests” tab. Its status and history are there too. The exception is requests submitted by QR code without signing in: they are anonymous and cannot be looked up afterwards.
- The request gets the “New” status and goes to the assignee by email. If the service has assignees set per office, this is the assignee of the office the request relates to.
- Every status change is emailed to you and to the assignee.
- You can cancel your own request if it becomes irrelevant. Only the assignee can accept it or confirm its fulfilment.
- If the service is processed in an external ticket system, the status is “Sent” right away and never changes.
Cannot find your request in the list? Click “Filter” and check “Creation date” first: the list starts out showing today only. Set the period you need, click “Apply” and the request will appear.
Related articles
- Service request for an employee — a request not tied to a specific place
- Request for an office object and by QR code — a request for an office object and by QR code
- Service request for a meeting — a service request for a meeting
- Service requests: overview — how service requests work in UnSpot
