How to log a maintenance request

OVERVIEW

The maintenance request process enables users to swiftly report issues with detailed descriptions and media attachments. Requests are directed to the appropriate team for assessment and resolution, with users receiving updates on their status. This streamlined process ensures efficient maintenance, minimising downtime for clubs.

INFORMATION NEEDED

To log a maintenance request in UpKeep, you need to provide the following specific information:

• Description of the Issue: A detailed explanation of the maintenance problem or request.
• Location: The specific location within the Bodyfit facility where the issue is occurring.
• Media Attachments: Photos or videos depicting the problem, if applicable, to provide visual context.
• Urgency Level: Indication of the urgency of the request, such as high, medium, or low priority.

Clear descriptions and media expedite the process, preventing delays in tech allocation and diagnosis, thus reducing repair time and costs.

THE PROCESS

1. Identify the Issue: The Club Manager must first identify any maintenance issues within the facility, either through routine inspections or reports from staff or members.
2. Troubleshooting: Once an issue is identified, the Club Manager should attempt to troubleshoot it themselves or delegate this task to relevant staff. Clear identification of the problem is crucial at this stage.
3. Assess Urgency and Risk: Determine the urgency and risk associated with the maintenance issue. If it poses a risk of physical injury or significant damage to assets, immediate action may be necessary. Expect lower priority items to be addressed within 1-2 weeks.
4. Submit Maintenance Request: If the issue cannot be resolved through troubleshooting, the Club Manager should submit a request via UpKeep providing clear and detailed information about the issue, including any relevant media attachments.
5. 1. Describe the details of the maintenance issue, including the nature of the problem, location, and any initial troubleshooting steps taken. Clear descriptions aids in effective communication with maintenance techs.

Submitting a Request (Mobile)

1. Download the UpKeep app from the app store.
2. Once you’ve set up your account, you’ll need to log into your account (if you don't have one please contact Operations).
3. From the mobile app, either select scan (for equipment labeled with a QR Code) or hit plus button and select "Request". Then simply fill out the required fields and hit submit!

Submitting a Request (Web)

1. Click on the blue + Request button on the top right.
2. Fill out all the required fields (this is indicated by a red asterisk).
3. Once all the required fields are entered, you can click on the blue Submit button!

Updates to your Work Request

1. Click on the work order that needs an update!
2. Click on the Updates section of the work order.
3. You can add a message or check for updates already made by your maintenance team!

💡 If you need more information but this isn’t in the work order updates section, be sure to reach out to your team administrator!

LIFE FITNESS

In some cases, you may need to submit a request to Life Fitness. Generally, this will be submitted by the Operations Manager after reviewing the request in UpKeep. 

However, if you do need to submit a request, here's how:

PROCESS

1. Log in to the link provided "Life Fitness Service Request".

• Username: Bodyfit
• Password: Bodyfit1

1. Fill out the form
2. You will need to provide a serial and model number, you will find this information on a sticker at the bottom of the machine
3. You will also need to provide a photo of the issue

Once you have submitted the service form. Life fitness will be in touch via email to organise a day to complete servicing.

Always ensure you've logged in both UpKeep and via the Life Fitness portal. This is to ensure we track the health of our equipment in UpKeep