SharpKeeper

1 Place2 Issue3 Details

New work request

Tell us where it is, what’s wrong, and any details the team should know.

Location requiredselect one or more

Area / Room optional

Category required

Priority

Title required

Description / Request Details required

Attach picture or file optional

My saved view:Default view — no saved filters

Technician Today

My work today

Desktop queue

Quick Filters

Filter by status, type, location, assignee, or request number without losing your place in the queue.

Advanced Filters

Filters

No filters

Location

Status

Assigned To

Priority

Type

Created By

Created From Created To Completed From Completed To

0 work requestsPage 1 of 1

Planned work

Preventive Maintenance

View recurring PM schedules, current due-now workload, and the editor used to keep repeat service organized.

Desktop PM workflow

Pick the cleanest setup path

Use an asset when the equipment already exists, a template when you know the PM type, or manual entry for custom recurring work.

0 active PM schedules • 0 assets in registry

From an asset

Fastest when the equipment is already in Assets

Best when the equipment already exists in Assets. Select it, confirm the suggested template, then choose the due date.

Add or open the asset in Assets.
Click Use for PM or choose it below.
Confirm the template, due date, and assignment.

No asset selected yet — choose one here or click “Use for PM” in Assets.

Choose existing asset

From a template

Best when you know the PM type before the asset exists

Pick the closest built-in PM template.
Set location, due date, and assignment.
Save it, then fine-tune the checklist if needed.

Open template helper

Manual entry

Use for custom recurring work

Name the PM clearly.
Set the location, category, frequency, and checklist.
Use this when no built-in template fits.

Open manual entry

PM Schedules

Review live schedules here. Use the setup panels on the right to add, edit, or rebuild PM work.

Manual PM Entry

Use this for one-off recurring work. Save, Delete, and Clear stay here so you do not have to scroll for them.

PM Name required Description / Scope

Location required

Area / Room optional

Category required

Priority

Frequency

Next Due Date required

Status

Assign To / Team

Checklist one item per line

Template + Asset Helper

Start from a built-in PM template, optionally attach an existing asset, then save a client-ready schedule.

Built-in PM Template

Choose existing asset optional

Location required

Area / Room optional

First Due Date required

Frequency

Include optional checklist steps Assign To / Team

Bulk asset-to-PM setup

Optional: paste one asset per line. SharpKeeper suggests the closest PM template from names like RTU-1, boiler, mini split, compressor, or pump.

Equipment registry

Assets

Track key equipment for preventive maintenance, store useful model details, and reuse assets when building PM schedules.

Desktop asset workflow

Add equipment once. Reuse it when PM starts.

Keep asset records light: start with the equipment name, add only the details your team will actually use, then jump straight into PM setup from the registry.

0 assets in registry

1 · Add asset

Create the equipment record

Enter the asset name first.
Add location, room, category, and type if they help your team find it faster.
Model, serial, and notes stay optional.

Start new asset

2 · Reuse for PM

Start the PM schedule from the asset

Use Use for PM from the registry.
SharpKeeper carries the asset, location, and room into the PM helper.
Then confirm the suggested template and due date.

Open Use for PM

3 · Keep it clean

Only track what helps operations

Tip: click “+ Add Asset” to start, then use “Use for PM” from the registry when you are ready to build a PM schedule.

Open optional details

Asset Registry

Keep the registry easy to scan, then hand equipment into PM with one click.

Add Asset

Click + Add Asset to start a new equipment record, or open an asset from the registry to edit it here.

Executive reporting

Analytics

See the current workload, response speed, repeat issue patterns, and preventive maintenance health in one cleaner view.

Loading report period...

Account SetupBilling, intake links, onboarding, and launch readiness

LocationsManage buildings, areas, and searchable request destinations

Current Locations

Select a Location or Add New

Location Name

CategoriesControl how work is grouped, routed, and reported

Current Categories

Category editor

Select a category above to edit it, or tap + Add New Category to create one.

TeamsGroup staff for assignment, routing, and operational clarity

Current Teams

Select a Team or Add New

Team Name Users on Team optional

Allow assigning work requests to teams

Leave unchecked to keep teams only for grouping users. Teams will not appear in Assign To lists.

UsersManage roles, contact methods, and notification coverage

Current Users

Select a User or Add New

Name Email required for all non-requesters Phone optional if email is entered Role Work Request Notifications for assigned requests

Email Text/SMS

Email requires an email address. Text/SMS requires a phone number. Check both for both.

Team/Category optional

Password not set

Password must be at least 8 characters and include uppercase, lowercase, number, and special character.

Automated RoutingAuto-assign requests by category to the right people or teams

What automated routing does: When a new request for the selected category arrives, SharpKeeper marks that work request as In Progress and assigns it to the chosen user or team. If you do not want auto-assignment, use Continue without automations.

Current Automations

Select an Automation or Add New

Category Assign To / Team select users or teams

Intake ChannelsWebsite/public form, QR, email, and text/SMS entry points for requesters

What to do here: Review how people will submit work requests. Use the public link for websites/emails, use Print QR Code for client signs, and note the intake email/text options. If text/SMS says “not active yet,” SharpKeeper still needs to finish the number activation — you can continue setup after reviewing the link and QR code.

Use one QR code per account. The QR opens the general Submit Work Request form, and the requester enters the location on the form.

Account QR Link

This is the one QR code to use for the whole account. Requesters will type the location after scanning.

General SharpKeeper request form

NotificationsChoose who gets alerted for new and urgent work requests

Client notification setup: Choose who should get alerts when requests come in. Each user's profile controls whether they receive alerts by email or text/SMS.

Send New Request Alerts To

Select which users are notified of all new work requests.

Send Urgent Request Alerts To

Select which users also get notified when a new work request is marked Urgent.

Guided setup

Help

Quick setup guidance lives here. Open a topic below for setup help, or email support@sharpkeeper.com for direct support.

Need a hand?

Start with the guides below, then email support@sharpkeeper.com if you want direct help from the SharpKeeper team.

Email support

Locations Add every building, area, or site where work can happen.

Use one clear name per location.
Requesters pick these on the request form.
Keep names simple so staff can find them fast.

Best practice: Use the names your staff already use every day so requests are easy to recognize and route.

Categories Create the issue types your team wants to sort and report by.

Examples: Plumbing, Electrical, HVAC, Grounds.
Keep categories broad enough to reuse often.
These drive routing, filters, and reporting.

Best practice: Start with a short list of broad categories before adding niche ones.

Teams Use teams to group users who handle similar work.

Examples: Maintenance, Housekeeping, Grounds.
Add users to teams so assignment stays organized.
Turn on team assignment if you want work assigned to a team instead of one person.

Best practice: Keep team names simple and based on real operating groups.

Users Add the people who need to submit, receive, or manage work.

Choose the right role for each person.
Add email and/or phone so they can get notifications.
Attach teams when needed for easier assignment and routing.

Best practice: Only give admin-level roles to people who truly manage setup and settings.

Automated Routing Automatically assign new requests based on category.

Pick a category.
Choose the user, team, or both that should get that work.
Use this to speed up dispatch and reduce manual triage.

Best practice: Only automate categories that always go to the same person or team.

Preventive Maintenance Build recurring PM schedules so repeat work is created automatically.

Set the PM name, location, category, frequency, and due date.
Assign the PM to a person or team.
Use the checklist to standardize repeat work.

Best practice: Keep each PM tied to one clear task so completion stays clean and consistent.

Submitting Work Requests Share the account’s text, email, QR code, and website intake options so staff know the fastest way to report issues.

Text

Not active yet

Send a text with the building, room, or area and what needs attention.

Email

Not set yet

Email the request and include the building, room, or area so your team can route it faster.

QR Code

Use the printed account QR code

Scanning the QR code opens the same SharpKeeper request form in the requester’s browser.

Website

Not set yet

Share this public request link on websites, emails, or internal pages so people can submit work online.

Best practice: Save Not active yet and Not set yet in staff contacts, and keep the public request link/printed QR code where staff can reach them quickly.

Assets Track equipment that needs service or preventive maintenance.

Add the asset name first.
Model and serial numbers are optional.
Link assets to locations and use them when setting up PM schedules.

Best practice: Add the assets your team wants to service, inspect, or report on regularly.

Notification History

Recent notification records for work requests.

Dashboard

New work request

My work today

Quick Filters

Preventive Maintenance

Pick the cleanest setup path

Fastest when the equipment is already in Assets

Best when you know the PM type before the asset exists

Use for custom recurring work

PM Schedules

Manual PM Entry

Template + Asset Helper

Bulk asset-to-PM setup

Assets

Add equipment once. Reuse it when PM starts.

Create the equipment record

Start the PM schedule from the asset

Only track what helps operations

Asset Registry

Add Asset

Analytics

Pending AP Reviews

Publicity approvals

Assisted Onboarding

Billing & Access

Current Locations

Select a Location or Add New

Current Categories

Category editor

Current Teams

Select a Team or Add New

Current Users

Select a User or Add New

Current Automations

Select an Automation or Add New

Help

Notification History

Android Push Notifications

The easy way to manage facilities

Dashboard

New work request

My work today

Quick Filters

Preventive Maintenance

Pick the cleanest setup path

Fastest when the equipment is already in Assets

Best when you know the PM type before the asset exists

Use for custom recurring work

PM Schedules

Manual PM Entry

Template + Asset Helper

Bulk asset-to-PM setup

Assets

Add equipment once. Reuse it when PM starts.

Create the equipment record

Start the PM schedule from the asset

Only track what helps operations

Asset Registry

Add Asset

Analytics

Pending AP Reviews

Publicity approvals

Assisted Onboarding

Billing & Access

Current Locations

Select a Location or Add New

Current Categories

Category editor

Current Teams

Select a Team or Add New

Current Users

Select a User or Add New

Current Automations

Select an Automation or Add New

Help

Notification History

Android Push Notifications