Service requests: overview

Service requests are the way to hand a task over inside UnSpot: order stationery, report faulty equipment, have a meeting room prepared. An administrator configures the services, employees submit requests for them, providers process those requests. This article is the entry point to the section: it helps you pick the right service type and suggests the order in which to set everything up.

What you need: the Super Administrator or Offices Administrator role to configure things; the “My requests” module enabled (Manage → Company settings → the “Available functionality” block); at least one employee to assign as a provider.

Three service types: which to choose

The service type is chosen once, at creation, and never changes afterwards. It decides where the employee submits the request from and what they state in it. This is the main fork of the section — start here.

Service type	When it fits	Limitations	Article
“For employee”	The task is not tied to a place: stationery, access, IT help	No request object and no service mode. The request is submitted from an account only	“For employee” requests: setup
“In the office”	The task concerns a specific object: a desk, a parking space, a meeting room, a point of interest, an office	The only type with “Public” mode and QR codes. Requests for lockers and locker cells cannot be submitted from the interface	“In the office” requests: setup and QR codes
“In meeting room”	A service for a specific meeting: a coffee break, room preparation, equipment	No attachments. The execution deadline equals the start of the meeting. Only the organiser of the booking or their manager can order it	“In meeting room” requests: setup

Separately from the type you choose where to process the requests — inside UnSpot or in an external ticket system. That choice is also made once and is available for all three types.

Processing method	When it fits	Limitations	Article
“Inside UnSpot”	Your own employees handle the requests right in UnSpot	A provider is required, and there is exactly one per service	Processing service requests
“In external ticket system”	You already have a service desk and do not want to create accounts in it for your employees	The handover is one-way: the request gets the final status “Sent” straight away, and the answer from the external system does not come back into UnSpot	Processing requests in an external ticket system

Where all of this is configured

What	Where
Enable the module	Manage → Company settings → the “Available functionality” block → the “My requests” card
Create and configure services	Manage → Office management → the “Services” tab
Export QR codes	Manage → Office management → the “Resources report” tab
Process requests	The “Requests” section → the “Service requests” tab

Rollout order

1. Enable the “My requests” module — without it there is no “Services” tab at all.
2. Decide which tasks you are covering and map them to the service types using the table above.
3. Decide for each service where the requests will be processed: inside UnSpot or in an external system. This cannot be changed later — only by deleting the service and creating it again.
4. Assign the providers. For processing inside UnSpot a provider is required, and until one is assigned the service does not work.
5. Create the services: “For employee” requests: setup, “In the office” requests: setup and QR codes, “In meeting room” requests: setup.
6. If you need requests without signing in, switch the “In the office” service to “Public” mode and export the QR codes — see “In the office” requests: setup and QR codes.
7. Tell your employees how to submit requests — the links are in the next section.

Articles for employees

• How to submit a service request — all three ways and what has to be set up for each
• Service request for an employee — the task is not tied to a place
• Request for an office object and by QR code — something specific is broken
• Service request for a meeting — a service for a booked meeting room

Limitations and common misconceptions

It seems that	In fact
The service type and the processing method can be changed later	They cannot. In the edit form both chip groups are read-only. Only the service mode can be changed — and only for the “In the office” type
The “Office Services” card is a separate module, and requests will work without “My requests”	They will not. That card has no switch of its own, and the “Services” tab as a whole is gated by the “My requests” module flag: turning it off costs you the setup of all three types at once
The Super Administrator role allows seeing all requests of the company	It does not. The full list is opened not by a role but by a setting in the employee card: the “Subordinates” block, the value “All users”
A public service is visible only in the office where the QR code is stuck	It is not. A service has no office binding at all: the public page shows every public service of the company
A request can be brought back from a final status	It cannot. “Completed”, “Cancelled” and “Sent” are not reversible — only a new request
The “Sent” status means the external system has received the request	It means UnSpot has sent the email. UnSpot receives no delivery confirmation

If something does not work

Symptom	Where to look
There is no “Services” tab in office management	The “My requests” module is off
The “Create a request” list has no “Submit an employee request” item	There is no active service of the “For employee” type with a provider or external processing — see “For employee” requests: setup
The request form opens, but the service list is empty	Services exist but are switched off, or their provider is blocked
The request list is empty although requests were created	The “Creation date” filter is preset to today — see Processing service requests
The QR export found nothing	No offices are selected: without them the list is empty and unexplained
A request went back to “New” on its own	The meeting was moved, the provider was changed or blocked — see Processing service requests
A request cancelled itself	The object of the request was deleted or the meeting was cancelled
A request is stuck on a deleted meeting room	Deleting a room does not close its requests — cancel it by hand