Create & Manage Requests in Xenia

Xenia's Requests is a comprehensive solution designed to streamline the process of managing, approving, and tracking requests that are converted into work orders when accepted by an Admin or Normal User. This feature is available on both the Xenia Mobile App & Web App.

Requests can be used to manage things like maintenance work order requests, tenant repairs, IT tickets.

The Basics: Requests Workflow

• Requester creates a request
• Admin or Normal User receives notifications and accepts or declines the request
• Any comments related to the request are sent by the Requester or Approval Manager
• If the Request is accepted, a task or work order is created and assigned
• Request completed & notification sent to the requester

How to Create a Request: Full Users / Basic Users / Requesters Only or via Public Link / QR Code

1. Navigate to the ‘Request’ tab
2. Click on ‘+ Add request’ button in the upper right
3. Fill out the form and attach any related files or images
4. Click ‘Create’
5. Your request has been created, an Admin will accept or decline your request shortly.

Web App

Mobile / Tablet App

How to Accept / Decline a Request: Admins Only

1. Navigate to the ‘Work Requests’ tab
2. Select a Request from the List on the left-side of the screen
3. If the Request is Pending, click on the Accept / Decline button underneath the ‘Request title’
4. If User accepts the request, a Work Order Form will appear with the related fields filled out. 
5. Add an Assignee, specify any additional information (Priority, Category, etc.), and create the work order.
6. Requester will be notified that the Request has been accepted and will also be notified once the Work Order is completed.

Web App

Mobile / Tablet App

Roles & Access

Admins

Admins can view "Pending" and "Accepted" requests. They can also accept, decline, and comment on requests. Once a request is accepted, it is immediately converted into a work order. Admins cannot create Requests.

Full Users / Basic Users / Requesters

These Users can view "Pending" and "Accepted" requests, but only see the "Work Order Status" for accepted requests. Requesters can create and comment on requests, but cannot edit, add images, or costs to requests once they're accepted. Requesters cannot create Work Orders and do not have access to Operations Templates created in their Workspace.

Notifications

Xenia sends default Email notifications to Requesters to keep them updated on the status of requests. Admins receive both Email and In-App Push notifications. Both users will be notified when a request has been created, accepted, and completed (as well as any other status changes in relation to the request).