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K-12 Workflow Management Blog

6 Work Ticket Templates for Your K-12 School  

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K-12 schools need an organized team to ensure a smooth and successful educational experience for students—and having a ticketing system can help. Work order ticketing provides necessary details for team members to complete their tasks, sorting and prioritizing requests by level of importance, order of receipt, level of urgency and other variables.

Read on find six work ticket templates to use within a range of maintenance tasks in your school.

What is a Work Ticket Template?

A work ticket template is a template that allows users to generate a standard work order form that includes creation and completion date, school or company name, scope of work and more. To create a work order, the requestor fills out the fields in the templated form then submits the information. Using templates for all tickets submitted helps:

  • Improve accuracy of requests and fulfillment: Work tickets provide all the spaces for required information, ensuring that ticket requests are made accurately and fulfillment of those requests is performed without error.
  • Enhance communication in K-12 settings: K-12 communities are made up of many different groups of people, including students, teachers and so on. Maintaining good communication in these bodies can be challenging. Using a ticketing system helps enhance communication between these groups to ensure service requests are properly recorded and passed along from one relevant party to another.
  • Boost efficiency: Work tickets allow service requests to be addressed in an efficient manner, ensuring that the most important requests are addressed first, and no request is missed.
  • Allow users and workers to track requests: Work tickets are made to be tracked, so that requestor and maintenance management staff are able to see the status of their ticket and next steps to be performed.

Work order templates make K-12 ticket management easy. Tickets can be shared and used in many formats including Excel, Microsoft Word documents, Google sheets, or within a computerized maintenance management system (CMMS) platform.

To ensure an organized system for addressing tickets, it’s important to focus on using one central submission process. CMMS software is the best way to use and manage work tickets because it controls workflow and establishes controls that ensure tickets are sufficient to support work that needs to be done.

Common Fields in a Work Ticket Template

It’s useful to have a separate work ticket template for each type of service request, such as maintenance work orders, preventive work orders and new resource requests. However, there are several common fields in any given work order format, no matter what kind of request form is being generated. These common fields include:

  • Work Order Number: Also called job order or job ticket number, this unique identifier is assigned by the maintenance team or ticketing software, and allows anyone using the work order system to call up or request details on the ticket at any time.
  • Contact Name: The contact name, also sometimes called the customers’ name, is usually the name of the person drafting the ticket. Contact name can be the name of anyone who should be the point of contact with questions and follow up information.
  • Contact Information: The customer information may include a cell number, email address and other practical contact information.
  • Type of Work: The type of work field may be a drop-down menu to help categorize the work to be accomplished. For example, an IT work order template would include power issues, login issues, connectivity issues, etc., while a facilities work order template would include equipment repairs, quick fixes like changing a lightbulb, and so on.
  • Scope of Work: Scope of work field is an open ended description where the customer can can list specific details about the work to be completed, including a description of the problem and details that make this job unique over others.
  • Required Timeline: The required timeline is the date when the ticket submitter needs to finish the work.
  • Ticket Assignee: The ticket assignee is the technician/maintenance team member who will work this ticket – usually as assigned by the crew, not by the customer.
  • Authorized Approval: This is the name of the person who will certify that work was done correctly and the ticket can be closed – usually this is a person on the technician team or member.

Other fields used can be aligned with your school facilities master plan and ticket type, to ensure that your ticketing system meets your school’s unique needs.

6 Work Ticket Templates to Customize

Having a well-established ticketing system in place is essential … but even if you’re still using hand-written work orders and Excel-based spreadsheets, you can still use the following work ticket template structures to inform your own ticketing process.

When creating a work ticket template, it’s important to incorporate all the relevant fields for the type of work order being submitted. Revise your templates as needed until you’ve designed a set of templates that works for your organization.

Maintenance Work Order Template

The Maintenance Work Order Template are used for non-emergency facility or equipment maintenance requests. For example, teachers might use this template to request a light bulb change in their classroom, or administrators may use this request to alert maintenance staff to a clogged sink in the boy’s 2nd floor restroom. This work order can be used to order replacements for broken furnishings and may also note interior or exterior problems.

Standard Form Fields

  • Work Order Number
  • School Name
  • Building Name or Number
  • Room Number
  • Contact Name
  • Contact Phone/Email
  • Type of Work (Use a dropdown featuring options such as Electrical, Plumbing, HVAC, Interior Rooms/Hallways, Exterior Spaces/Landscaping, etc.)
  • Goal Completion Date

Internal Use Form Fields

  • Ticket Assignee
  • Ticket Approval

Emergency Repair Work Order Template

Emergency tickets must be addressed as quickly as possible to ensure the safe functioning of the school facility. When someone requests an emergency repair, a smart CMMS platform will elevate the emergency ticket to the top of the list.

Including fields that auto-fill can help expedite the emergency response. For example, the school may have signed vendor agreements with businesses for emergency repair work (plumbing, electrical, HVAC, landscaping and so on). The smart CMMS would include contact information in the generated ticket so that the person responding to the ticket can call for help without delay.

Standard Form Fields

  • Work Order Number
  • School Name
  • Building Name or Number
  • Room Number
  • Contact Name
  • Contact Phone/Email
  • Type of Work (Use a dropdown featuring options such as Electrical, Plumbing, HVAC, etc.)
  • Work Order Request Details
  • Goal Completion Date

Specific Form Fields

Auto-populate emergency repair orders with the following details based on pre-established vendor agreements for the type of work needing to be done

  • Name of Approved Service Provider(s)
  • Provider Contact Information
  • Provider Work Agreement

Internal Use Form Fields

  • Ticket Assignee
  • Ticket Approval

Preventive Maintenance Work Order Template

Preventative maintenance work order templates can be auto-generated by your ticketing software to ensure that your facility’s systems are taken care of by maintenance workers according to the pre-determined schedules.

These tickets will include information about what equipment or asset specifically needs maintenance, asset history information, warranty documents and other information. Preventative maintenance work orders can be automatically assigned to a pre-designated individual or team, or these work orders can be assigned by a facility manager.

Standard Form Fields

  • Work Order Number
  • School Name
  • Building Name or Number
  • Room Number
  • Contact Name
  • Contact Phone/Email
  • Type of Work (Auto-populate this field as ‘Preventive’)
  • Work Order Request Details
  • Goal Completion Date

Specific Form Fields

  • System/Appliance to Undergo Maintenance
  • System/Appliance Maintenance History
  • Warranty Document(s) & Required Service Dates

Internal Use Form Fields

  • Ticket Assignee
  • Ticket Approval

IT Services Work Order Template

IT service tickets resolve trouble with email, hardware, software, technical equipment and more. This template should be made available to all within your K-12 community, including board members, administrators, faculty, staff, students, and any other user types. Use the following fields in your IT Services Work Order Template:

Standard Form Fields

  • Work Order Number
  • School Name
  • Building Name or Number
  • Room Number
  • Contact Name
  • Contact Phone/Email
  • Type of Work (Use a dropdown featuring options such as Network Access, Login/Password Trouble, Hardware Issues, Software Issues, Email Trouble, VPN Trouble, etc.)
  • Work Order Request Details
  • Goal Completion Date

Specific Form Fields

  • Asset ID Number
  • Preferred Assistance Method (Use a dropdown featuring options such as In-Person, Remote Takeover, etc.)
  • Loaner Device Needed?

Internal Use Form Fields

  • Ticket Assignee
  • Ticket Approval

Inspection Work Order Template

Inspection work order templates can be created on an as-needed basis, or generated automatically as per local and national inspection requirements for a range of equipment, including HVAC, plumbing, indoor facilities, outdoor facilities, emergency alert systems (fire, weather), and so on.

For example, the system may automatically generate a ticket when it’s time for annual outdoor facilities inspections. The scope of the ticket may include a playground inspection checklist, and can be assigned automatically by the system or assigned by the facilities manager.

Inspection work order templates can also be generated by facilities staff, as needed.

Standard Form Fields

  • Work Order Number
  • School Name
  • Building Name or Number
  • Room Number
  • Contact Name
  • Contact Phone/Email
  • Type of Work (Use a dropdown featuring options such as Electrical, Plumbing, HVAC, Roofing, Doors/Windows, Outdoor Facilities, Emergency Alert Systems, Other, etc.)
  • Work Order Request Details
  • Goal Completion Date

Specific Form Fields

  • Asset-Specific Inspection Checklist

Internal Use Form Fields

  • Ticket Assignee
  • Ticket Approval

Upcoming Event Work Order Template

The event work order ticket is intended to request IT, custodial, and/or maintenance team assistance in the planning, setup, and tear down related to planned events.

Using this ticket template, users can request assistance with reserving and unlocking rooms, setting up furniture, delivering and hooking up A/V equipment, cleaning up, and more. Tickets can be automatically dispersed to different teams (facilities and IT) to ensure that both teams are alerted to the order at one time.

Event work orders can be more complicated than other tickets, and may require ample space in the scope of work area of the form to record details. Typically, only teachers and administrators generate these work order tickets.

Standard Form Fields

  • Work Order Number
  • School Name
  • Building Name or Number
  • Room Number
  • Contact Name
  • Contact Phone/Email
  • Type of Work (Use a dropdown featuring options such as Network Access, Login/Password Trouble, Hardware Issues, Software Issues, Email Trouble, VPN Trouble, etc.)
  • Work Order Request Details
  • Goal Completion Date

Specific Form Fields

  • Event Name
  • Event Starting Date/Time
  • Event Ending Date/Time
  • Anticipated Attendance
  • Room Requested (First Choice)
  • Room Requested (Second Choice)
  • Setup Assistance (Use checkbox selection options for items such as Tables, Chairs, Microphone, Speakers, Extension Cords, Projector, Screen, Compuer(s), Keyboards, Mice, etc.)
  • Requested Setup Assistance Date/Time

Internal Use Form Fields

  • Ticket Assignee
  • Ticket Approval

How To Customize Work Order Form Templates

The templates suggested above provide the basic essentials, but using a CMMS can give schools ways to tweak tickets and ensure a more streamlined system from start to finish. Some suggestions for ways that your work orders might be tweaked:

Add Additional Fields

Adding additional fields makes it easy for schools to customize work orders to suit their own needs. Any of the templates above can be modified to include additional details such as:

  • Campus Number or Building ID: Useful for districts with several schools, campuses, or buildings spread across a large area.
  • Secondary Contact Person Details: Designating multiple people who should be kept up to date on the work order status.
  • Organization Name: Allowing clubs or organizations, which may have more than one leader, or may meet in more than one area, to “own” a work order request.
  • Maintenance Team Notes: Allowing internal teams to log specific details that they’ll need to expedite work completion.

By using a customizable platform that allows work order templates, you can ensure your users are able to provide all the details that they wish, while granting your technicians the information they need to do their jobs.

Set Up Automatic Actions

Automatic actions makes ticketing systems more efficient. They can be used in a variety of ways, including creating tickets on a schedule, for inspection and maintenance of various systems. Automatic actions can also help route tickets to the appropriate individuals without requiring a human to route the ticket themselves.

Finally, these actions can auto populate certain fields with information required to fulfill the ticket. For example, when an “Asset ID Number” is filled out, this can automatically pull relevant asset history/data in to the work ticket for maintenance team to review prior to beginning work on the current issue.

Setting Up Work Ticket Templates in Your CMMS

Using a CMMS/facilities management software tool to create, use, manage, and update work tickets helps facility managers in K-12 institutions stay organized. Incident IQ makes it possible to create user-friendly work ticket templates that provide a ton of useful information to facilities team members. Incident IQ offers real-time ticketing for fast response and record-keeping. We’re your partner for asset management and work ticket templates in K-12 settings.

Schedule a demo to see how Incident IQ can make work ticket and project management easier than ever.