Request for an office object and by QR code

If something specific is broken or has run out — the socket by the desk, the parking barrier, the paper in a meeting room — it is easier to submit the request for that object directly. Then the assignee does not have to work out where exactly you are: the place is filled in automatically, and the request goes to the assignee responsible for the object’s office. There are three ways to submit such a request: from the object information card on the office map, from the “Create a request” window, or via the QR code stuck on the object itself.

Which way to choose

	From the object information card	From the “Create a request” window	By QR code
Signing in required	Yes	Yes	No
Where you are at that moment	Anywhere: the object is picked on the map	Anywhere: the object is picked through search	Next to the object — the code is stuck on it
Is it visible who submitted the request	Yes, you are named as the initiator	Yes, you are named as the initiator	No, the request is anonymous
Can you check the status later	Yes, in the “Requests” section	Yes, in the “Requests” section	No
Which services are available	Enabled “In the office” services that work in the object’s office	Enabled “In the office” services that work in the office picked in the window; with no office, only services for all offices	Only those “In the office” services the administrator opened for submission without signing in, and only those working in the object’s office

If you are an employee of the company and have an account, choose either of the first two ways: the request will show up in your list, you will receive status emails and you will be able to cancel it if it becomes irrelevant. The QR code is made for people who have no account — visitors, tenants, contractors.

Why the set of services depends on the office. The administrator can open a service in all offices at once or only in selected ones — and assign a separate assignee in each of those offices. A service opened only in selected offices is also available in offices nested one level below them. That is why the form shows the services that work in the object’s office, and the request goes to that office’s assignee.

A request from the object information card

1. Open the office map and click the object: a desk, a parking space, a meeting room, a point of interest or the office itself. A compact booking card opens.
2. Go to the object information from it — the link is named after the object: “About the workplace”, “About the parking space”, “About room”. The information card opens at the side, with a row of actions at the bottom: “On the map”, “Link”, “Request”, “Edit”.
3. Click “Request”.
4. In the form that opens, pick the “Service”. You do not need to change the object — it is already filled in and shown as a card at the top. The list holds the services that work in this object’s office.
5. Describe the problem in the “Description” field. If the service has the “Due date” and “Files and images” fields enabled, fill them in: a field marked with an asterisk is mandatory.
6. Click “Send request”.

The “Request” button in the object information card does not depend on whether any services are configured: it is there even if the company has not created a single one. If no “In the office” service works in the object’s office, the “Service” list in the form will be empty and the request cannot be sent — contact the UnSpot administrator of your company. Employees with the Reception role do not see that set of buttons at all, and on a meeting-room card the action block is hidden while the occupancy schedule is open.

Such a request cannot be submitted for lockers and individual locker cells: their information cards have no request button. If the problem is with a locker, describe it in an office request or in a “For employee” request and name the locker in the text.

A request from the “Create a request” window

This way does not require finding the object on the map: the object is picked through search. It helps when you are out of the office or do not remember where exactly on the plan the desk you need stands.

1. Click “Create a request”. The button is in the app header, in the “Requests” section of the menu and on the “Service requests” page — all of them open the same “Create a request” window.
2. Pick the “Office” — the one where the object is. The field is optional, but with no office the window lists only services opened in all offices; with an office, the services working in that office are added.
3. In the “Office 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.
4. Click the “Find a resource” tile and pick the object in the search that opens. Five object types are available, split into tabs: “Desks”, “Parking”, “Meeting rooms”, “Offices”, “Points of interest”. “Desks” is open by default, and the “Search” field looks objects up by name. If an office was picked in the window, the search opens already limited to that office.
5. Check the card of the object you picked — it shows the image, the name and the office. The “Change” link lets you pick another object.
6. Change the “Service” if needed, describe the problem in the “Description” field, fill in “Due date” and “Files and images” if the form has them, and click “Send request”.

The “Object” field is mandatory: if you leave it empty, the form shows the “This field is required” error. From the object information card on the map the form still opens with the object fixed, and it has no “Object” field.

⚠️ The service list is based on the office picked in the window, not on the object you find. So pick the office where the object stands in the “Create a request” window: then the form lists exactly the services that work there, and the request goes to that office’s assignee.

⚠️ The object search is not limited to your offices. The choice may include objects of offices you have no access to. A request for such an object cannot be sent: the message “Unable to submit a service request. The service is not available.” appears. Check the office on the card of the object you picked before you send the request.

A request by QR code

Point your phone camera at the code — the request page opens. There is no need to sign in.

A note for employees: if you are already signed in to UnSpot in this browser, the public page will not open. You will be taken to the requests section with a ready form for the same object — and the request will be submitted under your name, not anonymously. That is more convenient: such a request has an initiator, emails and a way to follow its status.

1. Check the object card at the top of the page — it says what the request is about.
2. Pick the “Service” from the list.
3. Describe the problem. If the service has the “Due date” and “Files and images” fields enabled, fill them in: a field marked with an asterisk is mandatory.
4. Click “Send request”. The message “Request submitted successfully” appears and the form clears.

Which services are in the list. The page shows the company’s services open for submission without signing in, and only those that work in the office of the object whose code you scanned: services opened in all offices and services opened for that office. Choose by the meaning of the task, and if you are not sure, describe the problem in more detail in the text.

A request by QR code is anonymous. The page asks for no name, no phone and no email, and there will be no feedback on such a request: no number, no link, no way to check the status later. So describe everything at once and as precisely as possible, and if an answer matters to you, leave your contact right in the request text.

If you are an employee of the company, the page has a “Sign in” button. After signing in you land in the requests section with the form for the same object already open — and the request is submitted under your name, with all the emails and the ability to follow the status.

If the “404 Not Found” page opens instead of the form, the object behind the link was not found — most often it has been deleted — or the link itself is incomplete. Renaming an object or moving it elsewhere does not break the code. Tell the administrator: if the object has been deleted, the code has to be reissued.

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. The rules are the same for all three ways:

• 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.

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. The rules are the same for all three ways: up to three images in PNG or JPG format. Documents and archives are not accepted.

A file larger than 2 MB is compressed by the system, and the compressed version is attached to the request; a file larger 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” — although occasionally it appears for a smaller file that could not be compressed. Compression converts the image to JPG, so the transparent background of heavy PNGs is lost. Photos from a phone usually go through with no quality loss visible to the eye.

A photo is the most useful thing to attach to a request about an object: from it the assignee immediately understands what exactly is broken and arrives with the right tool. If the form has no upload button and you need to send a photo, ask the administrator to enable the “Files and images” field for the service.

What happens after you send it

The request gets the “New” status and goes to the service’s assignee for the object’s office. If the request was submitted from an account, you will find it in the “Requests” section → the “Service requests” tab and will receive an email on every status change. 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. You can cancel your own request if it becomes irrelevant.

If the service is processed in an external ticket system, the status will be different — “Sent” — and it will not change any more: UnSpot passed the request there by email and does not track it further.

If you cannot find the request in the list, click “Filter” and check the “Creation date” filter: it starts out showing today only.

If the object is deleted, the request for it closes automatically with the “Cancelled” status and a system comment. That happens when a desk or a parking space is removed from the map while the request is still in progress. Requests that are already closed are unaffected.

Related articles

• How to submit a service request — all three ways to submit a service request
• Service request for an employee — a request not tied to a specific place
• Service request for a meeting — a service request for a meeting
• “In the office” requests: setup and QR codes — how an administrator sets up such services and exports QR codes