When a tenant reports a leaking faucet by texting the property manager’s personal number, that request has a good chance of getting lost. When a teacher submits a facilities request by emailing a shared inbox that three people monitor inconsistently, the response time depends entirely on who checks first. The Requester Portal in TeamWork gives you a single URL where anyone – tenants, building staff, students, guests – can submit a maintenance request without creating an account.
Every submission goes into TeamWork’s queue. Managers review, triage, and convert to work orders. Nothing arrives via text, nothing gets buried in an inbox, and the person who submitted the request can check status without following up.
Submit Requests Without an Account
The Requester Portal is a publicly accessible page linked to your TeamWork organization. You share the URL with anyone who might need to report a problem – post it on your intranet, print it on a QR code on the wall, include it in your tenant welcome packet.
To submit a request, the person fills out a short form: the issue they’re experiencing, the location it’s in, their name and contact information, and an optional priority indication. They can also attach a photo. That is all that is required. No login, no account creation, no download.
The form is simple by design. The more friction there is in submitting, the more issues go unreported and end up as emergency calls.
Select Location and Upload Photos
The location field on the request form uses your organization’s location hierarchy – the same sites, buildings, floors, and areas you have configured in TeamWork. Requesters select from a structured list rather than typing a free-form description, which means every request arrives with a precise location attached.
This matters more than it sounds. “Third floor bathroom” is ambiguous in a large building. “North Campus > Building B > Floor 3 > Men’s Restroom” tells the technician exactly where to go. When your location hierarchy is in TeamWork, the requester portal inherits it automatically.
Photo attachments let requesters document what they’re seeing. A photo of a water stain, a broken fixture, or a tripping hazard gives the technician context before they arrive – and can help managers triage priority without needing a back-and-forth.
Review and Convert Requests to Work Orders
Incoming requests appear in the manager’s Requests queue, separate from the active work order list. Each request shows the submitter’s name, the issue description, location, any attached photos, and the time it was submitted.
From the request detail, a manager converts it to a work order with one action. The work order inherits the description, location, and attachments from the request. The manager adds assignment, priority, and any internal notes, then saves. The work order is now in the active queue and appears on the assigned technician’s list.
Requests that don’t warrant a work order – duplicates, out-of-scope issues, already-resolved problems – can be dismissed with a note. The requester is not notified of dismissal unless you configure a response; this keeps the portal simple and avoids expectation management overhead for requests that don’t need it.
Let Requesters Track Status Without Following Up
After submitting a request, the requester receives a confirmation with a link to a status page for their submission. They can check whether their request has been received, reviewed, or converted to an active work order – without calling, emailing, or texting to find out.
Status visibility reduces the “did you get my request?” follow-up that clogs manager inboxes. When a requester knows they can check their status link, they have less reason to contact you directly. The status page shows the current state of their submission in plain language, without exposing internal notes or work order details your team may want to keep private.
Frequently Asked Questions
Q: Can I have multiple Requester Portals for different buildings or departments?
The Requester Portal is currently a single portal per TeamWork organization. Location selection within the form lets requesters specify exactly where the issue is, which means a single URL serves the whole organization without confusion. Per-department or per-building portal URLs are on the roadmap.
Q: Do requesters need to log in to check status on their submission?
No. The status link is a tokenized URL specific to their submission. Anyone with the link can view the status – no account or login required. The link is included in their submission confirmation automatically.
Q: Can staff with TeamWork accounts still submit requests through the portal?
Yes, and it is often the right approach for staff who are not assigned technicians or managers. A facilities team member who reports issues but does not need access to the full work order queue can use the portal for submissions rather than taking up a licensed seat. The portal is designed to handle submissions from everyone in the organization, regardless of whether they have a TeamWork account.
One URL for everyone who reports problems. Your team handles the rest. Start your free 14-day trial – no credit card required.