Service request for an employee
If something is needed in the office but it is not tied to a particular desk or meeting room — the paper has run out, you need access to a room, the mail is not working — submit a service request. It reaches the employee responsible for that kind of task in the office you pick, and you can see what happens to it.
When you need it
UnSpot has three kinds of service request, and they are submitted differently. This article is about requests that are not connected to a particular place in the office.
| What happened | Where to submit it from |
|---|---|
| You need stationery, access, IT help — the task is not tied to a place | The “Create a request” button → the “Employee services” group — this article |
| Something specific is broken: a desk, a socket, the coffee machine, a parking space | The card of that object on the map, the QR code on it, or the “Office services” group in the “Create a request” window |
| You need a service for a meeting: a coffee break, room preparation | The card of your meeting-room booking, or the “Meeting room services” group in the “Create a request” window |
How to submit a request
- Click “Create a request”. The button is in the UnSpot header, in the “Requests” section of the menu (on a phone, too) and on the “Service requests” page. All of them open the same “Create a request” window.
- Pick the “Office” the task relates to. In the window the field is optional, but with no office you see only services opened in all offices; with an office, the services that work in that office are added.
- In the “Employee services” group, pick the service you need. You can find it by name in the “Search services” field; if nothing matches, “Nothing found” appears. Click “Create a request” — the “Service request” form opens with the service already selected.
- Check the “Office *” field. In the form it is mandatory: if you picked an office in the window, it is already filled in; if not, pick it here. The office determines which services are available in the “Service” field and which assignee receives the request.
- Change the service in the “Service” field if needed. Its description appears under the selected service, if the administrator filled it in — it usually says what to include in the request.
- Describe the task in the “Description” field. The more specific, the fewer follow-up questions: what exactly you need and where you are.
- If the form has the “Due date” and “Files and images” fields, fill them in — see the next sections. A field marked with an asterisk is mandatory.
- Click “Send request”. The message “Request submitted successfully” appears.
The description takes up to 2000 characters. The counter in the bottom right corner of the field shows how much you have typed, but it does not cut the input off: if you go over the limit, the form accepts the text and shows the error only when you submit. Watch the counter.
If you change the “Office *” in the form, the service list is refreshed. The selected service is kept if it also works in the new office; if not, the “Service” field is cleared and you need to pick a service again. If you pick an office you have no access to, the request will not be sent: the message “Unable to submit a service request. The service is not available.” appears.
Due date
The “Due date” field appears in the form only if the administrator enabled it for the selected service; an asterisk next to it means the field is mandatory.
- you pick only a date — past days are unavailable in the calendar;
- the time is filled in for you: the due date is set to 18:00 of the chosen day;
- an optional due date can be cleared, and the request sent without it.
If a mandatory field is left empty, the form shows the “This field must be filled in” error. If there is no such field and the deadline matters, mention it in the description.
What you can attach
The “Files and images” block with the “Upload file” button appears in the form only if the administrator enabled this field for the selected service. If the field is mandatory, the request will not be sent without a file — the “A file is required to submit the request” error appears. If there is no upload button and you need to attach a file, ask the administrator to enable the “Files and images” field for the service.
| Limit | Value |
|---|---|
| How many files | Up to three |
| Formats | Images only: PNG and JPG. Documents, spreadsheets and archives cannot be attached |
| Size of the file that gets stored | 2 MB |
| Size of the source file the system will accept | 15 MB |
The two limits are not a typo, they work together. The hint under the upload button mentions 15 MB — that is the upper bound of the file you pick. Anything heavier than 2 MB is compressed by UnSpot, and the compressed version is attached to the request. A file heavier than 15 MB is not accepted at all. The message is the same in both cases — “You cannot upload a file larger than 15 MB” — even though the cause can differ: occasionally the image cannot be compressed down to 2 MB, and then even a file under 15 MB is rejected. If that happens, resize the image yourself and attach it again.
Compression turns the picture into JPG. If you attach a PNG with a transparent background and it weighs more than 2 MB, the transparency is lost: a black background appears instead. Screenshots are usually unaffected: they are rarely that heavy and go through without compression. Files under 2 MB are attached as they are.
If you pick a file of another format, the message “Only JPEG or PNG images are allowed” appears. An uploaded file can be removed before sending — there is a delete button next to it.
What happens after you send it
The request gets the “New” status, and an email about it goes to the service’s assignee for the selected office and to you. From there you can follow it in the “Requests” section → the “Service requests” tab. If you set a due date, it is shown in the request card in the “Execution deadline:” line and in the “Execution” column of the list.
The exception is services that are processed in an external ticket system. Such a request immediately gets the “Sent” status and the email goes to that system; you receive a copy only if the administrator enabled that setting.
| Status | What it means for you |
|---|---|
| “New” | The request has been sent and is waiting for the assignee to take it on |
| “Accepted” | The assignee has taken up the task. If they left a comment, you will see it in the request card and in the email |
| “Completed” | The work is finished. In the status filter this status is called “Done” |
| “Cancelled” | The request was closed without being fulfilled. The assignee must state a reason — it will be in the card and in the email |
| “Sent” | The service is processed in an external ticket system: UnSpot passed your request there by email and does not track it further. The status in UnSpot will not change again |
An email arrives on every status change — except for requests in the “Sent” status: those have no status changes. You can cancel your own request — if the task is no longer relevant, open its card and click “Cancel request”, giving a reason. The author cannot accept a request or confirm its fulfilment: that is the assignee’s job.
Cannot find your request in the list? Most likely it is the “Creation date” filter: it starts out showing today only. Click “Filter”, set the period you need in “Creation date” and click “Apply” — the request will appear.
If there is no button or the service list is empty
Everything below depends on the company settings, not on your account. There is no “Create a request” button in the header and in the menu if:
- the “My requests” module is off in the company and visitor pass requests are not used;
- there is no working service of the “For employee” or “In the office” type: none has been created, all are switched off, or they have no working assignee (and are not routed to an external system), and visitor pass requests are not used.
The window opens, but it has no “Employee services” group — no such service is available to you right now:
- no office is picked in the window, and employee services are opened only in specific offices — pick the “Office”, and the group may appear;
- the office you picked is not served by such services;
- the services are switched off, or their assignee has been blocked or deleted.
The “Service” list in the form is empty or does not have the service you need — most likely the “Office *” field holds an office where that service does not work. Pick another office or go back to the office you picked in the window. In all other cases only the UnSpot administrator of your company can help — write to them.
Related articles
- How to submit a service request — all three ways to submit a service request
- Request for an office object and by QR code — a request for a specific 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
