Service requests
The Services module turns UnSpot into a simple service desk for the office: employees submit requests — from stationery and access questions to equipment repairs and meeting-room preparation — and providers process them inside UnSpot or in an external ticket system. This article covers setting up services, submitting requests and processing them.
How the Services module works
Administrators define a catalog of services; each service belongs to one of three types:
| Service type | What it is for |
|---|---|
| For employee | General office tasks not tied to a specific object or room: granting or revoking access, workplace questions, stationery, general office requests |
| In the office | Tasks related to physical office assets: setup and repair of equipment, furniture, engineering systems, replacement of printer supplies |
| In meeting room | Services tied to a specific meeting room and meeting: coffee break, room preparation, cleaning before or after, equipment check for the booked time |
Each service is processed either inside UnSpot — the provider works with requests on the Service requests page — or in an external ticket system: UnSpot emails every request to the address of your helpdesk with the project identifier and priority level you configured.
Setting up services (administrators)
Go to Manage → Office management → Services. The table shows every service with its Status toggle (On/Off), Service type, Service name, Provider, Request type (Internal/External) and Actions. Click Add service and fill in the form:
- Service mode — Private (users must sign in to submit a request) or Public (a request can be submitted without signing in — for example, via a QR code on the resource).
- Service type — For employee, In the office or In meeting room (see above).
- Service and Service description — the name employees will pick and a hint that helps them create the request properly.
- Provider — the user who processes requests of this service.
- Request progress observers — users who follow the request lifecycle.
- Where to process requests — Inside UnSpot or In external ticket system. For the external option, specify the Email of the external ticket system, an optional Project or task ID (e.g. PROJECT-123) and a Request priority level (e.g. Low / Medium / High / Critical, or your service’s format).
- Email copies — checkboxes to send a copy of each request email to the initiator, the provider and the observers.
A service that already has accepted requests cannot be deleted: deactivate it with the Status toggle to stop new requests, or move its requests to Done or Cancelled and then delete it.
How employees submit requests
Employees open the Requests menu in the top bar and choose Create a request. In the request form they select a Service, add a Description of what they need help with (up to 2000 characters), optionally attach images (Upload file, PNG or JPG, up to 15 MB per file and up to three files per request) and click Send request. Requests for In meeting room services take no attachments — they carry an Execution deadline instead.
Meeting-room services are requested in the context of a specific booking, so the request carries the meeting, room and organiser details. For services in Public mode, employees and guests can also open the request form by scanning the resource’s QR code — print the codes from the Resources report page (report type “QR codes of resources (service requests)”).
Processing requests
Requests processed inside UnSpot live on the Service requests page — open it from the Schedule tabs or from the profile menu, where the provider also sees a counter of new requests. The table columns are Creation date, Execution, Service, Place, Initiator, Provider and Request status; the arrow at the end of a row opens the request card with its status history. The Filter panel narrows the list by Creation date, Execution deadline, Service, Request initiator, Provider and Status; when nothing matches, the page shows No requests were found based on the specified parameters.
Request statuses (the Status filter lists the completed one as Done):
| Status | Meaning |
|---|---|
| New | The request has been submitted and waits for the provider |
| Accepted | The provider has taken the request into work |
| Completed | The request has been completed. For services processed in an external ticket system the same status reads Sent — the request has been emailed to that system |
| Cancelled | The request has been rejected or cancelled |
