Facility Repair Request — shared by the community
Tom H. shared this 11-question build with 3 conditional rules already wired up. Test it below, then take a copy.
A ready-to-use facilities & property management form for small teams who need a reliable intake process: 11 questions, 1 page, 3 conditional rules.
- Shared by
- Tom H. · Agency owner
- Questions
- 11
- Replies
- 4
- Copies taken
- 713
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Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
1 question is hidden by conditional logic right now — change an answer above to reveal it.
Works for you? Take Tom H.'s copy into your own workspace — questions, rules and settings included.
Who this template is for
Facility Repair Request is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in facilities & property management.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 11 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 7 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It accepts a document or photo upload as evidence.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Facility Repair Request lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features advanced show logic: if “Severity” is Safety risk, the form dynamically exposes “Urgent contact note”. Otherwise that question never appears.
- Features conditional validation: if “Severity” is Safety risk, “Phone number” becomes mandatory before the form can be sent.
- Features conditional validation: if “May we enter if you are not there?” is No, “Best access times” becomes mandatory before the form can be sent.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
What this form asks
Report a fault
- Your namerequired
- Email addressrequired
- Phone number
- Building, floor and roomrequired
- Issue typerequired
- Severityrequired
- Urgent contact note
- Descriptionrequired
- Photo
- May we enter if you are not there?required
- Best access times
Conditional logic in this build
- When “Severity” is Safety risk, show “Urgent contact note”.
- When “Severity” is Safety risk, require “Phone number”.
- When “May we enter if you are not there?” is No, require “Best access times”.
Questions about this shared form
Can tenants use this without an account?
Yes — it is a public link, so anyone in the building can report a fault from their phone.
How do I stop duplicate reports?
Post the current job list on the same page as the form; most duplicates come from people who cannot tell whether it was already reported.
Should the form assign contractors?
No. Triage first, then raise a work order — the two steps have different approvers.
What about scheduled maintenance?
Use the Preventive Maintenance Checklist, which records pass or fail per system on a schedule rather than reacting to faults.
Is the Facility Repair Request template free to use?
Yes. You can preview and test Facility Repair Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Facility Repair Request template ask for?
It asks 11 questions across 1 page, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Facility Repair Request form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this facilities & property management form work?
3 conditional rules ship with the template: Features advanced show logic: if “Severity” is Safety risk, the form dynamically exposes “Urgent contact note”. Otherwise that question never appears. Features conditional validation: if “Severity” is Safety risk, “Phone number” becomes mandatory before the form can be sent. Features conditional validation: if “May we enter if you are not there?” is No, “Best access times” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Facility Repair Request form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Facility Repair Request form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
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