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case file CF-03 — site & maintenance jobs

From "it's broken" to signed off.

Faults get reported in hallways and group chats, fixed from memory, and proven never. machtask puts every job on the record — reported by anyone, worked with a checklist, closed with sign-off.

fig. 1 — where it breaks todaythe problem
  • faults reported by text, phone and post-it
  • contractors chased from memory
  • safety steps that live in someone's head
  • no proof the work was done
  • "which invoice was that job?"

Anyone on site raises a fault — requesters are unlimited, so reporting costs nothing. Facilities triage it, the crew works a guided checklist, and the job closes with photos and sign-off on the record.

fig. 2 — the workflow, as drawn

Reportanyone on site · photo attached
triage — priority and due date
Assessfacilities set priority · cost estimated
handoff — the crew takes over
Fixcrew works the checklist
evidence attached
Signed offPROCESS v12
fig. 3 — the work, up closerequesters are unlimited and free

Reporting a fault takes a minute from a phone — which is why it actually happens.

  • Site *pick listwhich building or asset
  • Fault *textwhat is wrong
  • Photoattachmentworth a thousand words
  • Needed bydatedrives the deadline
  • Cost estimatemoneythe sign-off checks it against the threshold
  • Manager approvalapproval stagesign-off before the job closes
Fix2 of 5 steps
Access and induction confirmed
Area isolated and made safe the required steps are presented every time
Work completed
Photos attached
Area reinstated
Complete Fix → hand off to Signed off

the Complete button only exists once every step is ticked

fig. 4 — what machtask handlesconfigured for this process

  • The job moves itself between teams

    Automated handoff

    Assess done means the crew's queue has the job; fix done means sign-off is waiting for the manager.

  • Overdue raises its own alarm

    Deadline alerts

    Priority sets the clock; a job going overdue raises an email alert automatically — no whiteboard audit required.

  • See crew load and looming deadlines

    Watch Tower

    The facilities board: which crew is loaded, which jobs are unclaimed, what breaches in the next 24 hours — and reassign when someone calls in sick.

  • Log work done on the spot

    Quick Log

    Fixed it on sight? The crew logs it in seconds after the fact — it counts in the same reporting as dispatched jobs.

fig. 5 — what improvesfor the team running the work

  • Every job has a record

    From the first report to the final sign-off — who, what, when, and the photos to prove it.

  • Safety steps, presented every time

    Required safety steps appear consistently on every job — reinforcing training and supervision, never replacing them.

  • Sign-off means proof

    Completion is an approval with evidence attached, not a verbal "yeah, done".

Configure your own sites, priorities, safety checks, deadlines and sign-off stages directly in machtask.

Run one real process in machtask.

Start with the process your team currently runs through an inbox, spreadsheet or SOP. The three-month pilot is free.

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