Anyone reports a problem with a QR code. You schedule it. Your technician fixes it.

Set up once

About fifteen minutes, done on a computer.

1. 1

   Turn on fault reporting

   Settings › Organization, under “Public Request Portal”: tick Enable public request portal, then click Save Changes (under Organization Details at the top, or at the bottom of the page).

   Do this before you print labels, so the QR codes open the report form.

2. 2

   Add the things people report problems with

   Under Equipment, click Add Equipment, type a name and click Add Equipment. It can be a machine, a vehicle, a door or a whole room, like “Air compressor”, “Loading bay door” or “Restrooms”.

   RunTight then offers a monthly check for it. Click Equipment in the menu to skip it; recurring checks are covered below.

3. 3

   Print the QR labels

   Equipment › Print Labels, then pick Sticker sheet (US Letter Avery 5163 labels) or Large cards (any paper, including A4). It prints a label for everything in the list, so tick or search for the items you want first. Put each label on or next to its item.

   
4. 4

   Invite your technician

   Settings › Team: click Invite User, enter their name and email, choose Technician as the role, and click Send Invite. They finish setting up on their phone.

Every day

Scan, report, schedule, fix, record.

1. 1

   Anyone scans the label and reports the problem

   Any phone camera opens the form with the item already filled in. They type their name and what’s wrong, then send. No account and no app.

   You get an email, and the report shows up as an open work order.

   

   
2. 2

   You set the priority, who does it, and the day

   In Work Orders, tick the job and use Set priority, then tick it again and use Assign to. To pick a day, drag the job to a day on the Calendar.

   
3. 3

   The technician fixes it and marks it done

   On their phone, the job is under My WOs. They open it, press Start Work Order, add a note, then press Complete Work Order, check when it was done (Today is already picked) and press Mark done.

   

   
4. 4

   It’s on the item’s record

   Open the item under Equipment and press History Report. It opens your print window with a list of every job on it, reported problems and recurring checks together, with completion dates and notes.

   

Recurring checks

For work that comes round on a schedule, like greasing a door, draining a compressor or testing a fire extinguisher, use PM Schedules and set the check to repeat every so many days. Each one turns into a job when it’s due, and lands on the same record.

Choosing which months a check runs, for example only in winter, is on the Team plan. On the Free plan a check repeats on its interval.

Running a school? There’s a version of this guide for school caretakers, with a short video.