Adhoc Work Requests: Accept, Decline, and Assign as Work Order

Overview

Xenia allows teams to streamline facility or maintenance operations through Adhoc Work Requests — unplanned requests submitted by team members that require approval and assignment. This guide covers how admins and managers can manage these requests by accepting, declining, or converting them into Work Orders.

What Is an Adhoc Work Request?

An Adhoc Work Request is a non-scheduled, reactive request submitted by any team member via mobile or web — typically for maintenance, repair, or issue resolution. Unlike recurring work or inspection templates, these are one-off tickets raised when something needs urgent attention.

Video Walkthrough

Watch this video for a step-by-step walkthrough: 

Submitting a Work Request (User Side)

1. Navigate to the Work Requests tab in Xenia.

2. Click + New Request.

3. Fill in the form: title, description, location, optional attachments (photos, videos).

4. Submit the request.

Once submitted, the request becomes Pending and waits for manager review.

Managing Work Requests (Admin/Manager Side)

1. Go to the Work Requests section on web or mobile.

2. You will see a list of incoming Adhoc requests in the Pending tab.

From here, you have three options:

Accept the Request

• Click on the request to open it.

• Select Accept.

• You'll be prompted to assign it as a new Work Order.

• Choose the assignee, set a due date, and confirm.

• The request is now visible under the Work Orders tab and can be tracked like any other task.

Decline the Request

• If the request is invalid or unnecessary, simply select Decline.

• You may add an optional comment explaining the reason.

• The requester will be notified, and the request is closed without creating a task.

Assign as Work Order (Directly)

• If you want to create work order directly, without having to go through the Work Request acceptance flow, you can do this directly from the work order module. 

  • Helpful resources on how to do this can be found here: How to Create a Work Order

• This automatically creates a task tied to the original request and sends a notification to the assignee.

Best Practices

• Encourage users to attach photos for better clarity.

• Add comments during Accept/Decline to maintain transparent communication.