Public Reporting
Create and manage public-facing reporting portals that allow facility users to submit issues, track requests, and stay informed about maintenance activities.
Portal Configuration Process
- 1Create Portal: Navigate to Settings → Public Reporting and click "Create New Portal"
- 2Choose Template: Select from building-specific, campus-wide, or custom portal layouts
- 3Customize Branding: Add your organization's logo, colors, and contact information
- 4Configure Forms: Set up issue categories, required fields, and priority levels
- 5Set Permissions: Define what information is visible to public users
- 6Test & Launch: Preview the portal and publish the URL for facility users
Portal Types & Use Cases
Building-Specific Portals
Dedicated reporting portals for individual buildings or facilities with location-specific forms and information.
- • Building-specific issue categories and room listings
- • Customized contact information for building managers
- • Location-based routing and assignment rules
- • Building announcements and maintenance schedules
Campus-Wide Portals
Comprehensive portals for large organizations with multiple facilities and departments.
- • Multi-building location selection and mapping
- • Department-specific routing and escalation paths
- • Organization-wide announcements and policies
- • Centralized knowledge base and FAQs
Tenant/Visitor Portals
Simplified interfaces for external users, tenants, or visitors to report issues and access information.
- • Guest-friendly interface with minimal required information
- • QR code access for quick mobile reporting
- • Limited visibility into internal operations
- • Automated acknowledgment and status updates
Best Practice: Create different portals for different user groups (students vs. faculty vs. visitors) to provide tailored experiences and appropriate access levels.
Visual Customization Options
- • Logo & Branding: Upload organization logos and set primary brand colors
- • Custom Headers: Add welcome messages, contact information, and facility hours
- • Background Images: Use facility photos or organizational imagery
- • Color Schemes: Match your organization's brand guidelines
- • Typography: Select fonts that align with your visual identity
- • Mobile Optimization: Ensure portals work seamlessly on all device types
Form Configuration
Issue Categories
Create intuitive categories that help users accurately describe their issues.
- • HVAC (Temperature, Air Quality, Ventilation)
- • Electrical (Lighting, Outlets, Equipment)
- • Plumbing (Leaks, Clogs, Water Pressure)
- • Safety & Security (Locks, Alarms, Hazards)
- • Accessibility (Elevators, Ramps, Doors)
- • General Maintenance (Cleaning, Repairs, Grounds)
Required vs. Optional Fields
Balance information gathering with user experience by carefully selecting required fields.
- • Required: Issue category, location, contact method
- • Recommended: Phone number, urgency level, photos
- • Optional: Detailed description, preferred contact time
Advanced Features
- • Multi-language Support: Provide forms in multiple languages for diverse user bases
- • File Attachments: Allow users to upload photos, documents, or videos
- • Location Mapping: Interactive maps for precise location selection
- • Recurring Issue Reporting: Template-based reporting for repeated problems
- • Anonymous Reporting: Option for users to submit issues without providing personal information
- • Priority Escalation: Automatic routing based on issue urgency or type
Usage Analytics
- • Submission Volume: Track daily, weekly, and monthly report volumes
- • Category Breakdown: Identify most common issue types and trends
- • User Demographics: Understand who is using the portal and how
- • Peak Usage Times: Optimize support staffing based on usage patterns
- • Geographic Distribution: See which buildings or areas generate the most reports
- • Mobile vs. Desktop: Track device usage to optimize interface design
User Experience Metrics
Completion Rates
Monitor form abandonment rates and identify friction points in the reporting process.
Response Satisfaction
Collect feedback on issue resolution time and quality through automated surveys.
Portal Performance
Track loading times, error rates, and technical issues that might impact user experience.
Content Management
- • Announcements: Post facility-wide updates, maintenance schedules, and service disruptions
- • FAQs: Maintain and update frequently asked questions to reduce unnecessary reports
- • Status Pages: Provide real-time updates on known issues and resolution progress
- • Contact Information: Keep emergency contacts and department information current
- • Policies: Display relevant facility policies and reporting guidelines
Security & Privacy Controls
- • Data encryption for all submitted information and file uploads
- • GDPR and privacy compliance with data retention policies
- • Spam protection and rate limiting to prevent abuse
- • Access logs and audit trails for security monitoring
- • IP-based restrictions for internal vs. public access
Continuous Improvement: Regularly review portal analytics and user feedback to identify opportunities for streamlining the reporting process and improving user satisfaction.
Ready to launch your public reporting portal?
Our team can help you design and configure the perfect portal for your facility users and organizational needs.