5 Best Digital Forms for Campus Maintenance
The best digital forms that will get the job done
Campus maintenance takes 24/7 effort and attention. No college or university can operate effectively if the grounds are not providing the right environment. The comfort, cleanliness, and safety of a campus can all contribute to the success of its students and faculty.
“The facilities are maintained not for their own sake, but to provide, within available resources, the best possible environment in which the university community can function.”
That's why it's important for maintenance teams to stay up-to-date and respond to tasks efficiently. GoFormz digital forms help teams streamline processes and boost productivity. With GoFormz, your teams can decrease resolution time and downtime, while cutting costs and saving time.
How Do Digital Forms Work?
Digital forms are documents that can be filled out directly from phones, tablets, and computers.
Easily create digital versions of your existing paper forms or create new ones from scratch! Simply upload an image or convert a pdf to a fillable form in the GoFormz web app. Then drag and drop fields onto your digital form in our easy-to-use form builder.
GoFormz digital forms can capture:
Text: fill in names, addresses, phone numbers, email addresses, and much more
Images & Sketches: add pictures, sketch over diagrams, and annotate images
Map & GPS Locations: gather precise locations with maps and GPS data
Electronic Signatures: collect electronic signatures from anyone, anywhere
Once you’ve added your fields, you can add logic to instantly calculate totals, make fields required, change field colors, and much more!
As soon as your template is built, you can start filling out digital forms straight from your device. Once submitted, GoFormz can instantly route your forms and data wherever it needs to go through automated emails or connected applications.
Why Do Maintenance Teams Need Digital Forms?
GoFormz digital forms are much more than a paperless solution. They offer a more efficient maintenance experience for clients, tenants, and internal teams! You can improve communication, simplify record-keeping, and seamlessly transfer documents.
For example, digital work order forms eliminate the need to schedule maintenance by phone, email, or in-person. Students and faculty can request maintenance quickly and at a time that suits them.
Additionally, you can empower your team to accomplish tasks faster and more efficiently. Digital forms help reduce the workload of your maintenance teams. From streamlining customer contacts to eliminating administrative tasks, digital forms are an easy way to cut operating costs.
Top 5 Digital Forms for Campus Maintenance
GoFormz empowers anyone to quickly and easily build custom forms—all without any specialized skills or coding. With digital forms, maintenance crews can ensure the upkeep of campus property, facilities, and machinery in real-time! To kickstart your team, GoFormz offers a collection of free Starter Templates for each account. Here are the five best digital form Templates for campus maintenance:
1. Work Order
This free, customizable Work Order Template gives your team the foundation to successfully prioritize and execute every maintenance task. This form boosts the efficiency and accuracy of your tasks, while improving your team’s professionalism.
The Work Order form can be used to:
Gather important documentation, like contact information, labor costs, and materials required to complete a job
Add visual context to your forms, such as photos and sketches of the work completed
Capture electronic signatures for instant maintenance approvals and authorization
Instantly send completed forms to supervisors, faculty, and connected applications, like Google Drive
Automatically calculate the total cost of labor and materials without any manual calculations
2. Jobsite Inspection
The Jobsite Inspection Template makes it easy to perform inspections on a periodic basis. From dorms to athletic facilities, this free form helps your maintenance teams process information faster and improve their inspection accuracy.
The Jobsite Inspection form can help your team:
Gather important information, like the inspection date, location, and status
Capture inspection images and annotate them with sketches on your device
Collect important signatures to ensure compliance with federal, state, and local ordinances and regulations
Complete forms faster and more accurately with pre-filled data or drop-down lists of building names and locations
3. Project Proposal
Identify a potential problem on campus? Plan corrective actions in a timely manner with the Project Proposal Template. GoFormz helps your team share modern, preventative maintenance proposals with staff and administrators.
Use the free Project Proposal form to:
Leverage automatic calculations to ensure costs are entered correctly and completely
Ensure accuracy and eliminate human errors with Required fields
Capture signatures quickly and collect appropriate authorization
Add project images and sketches to clearly communicate proposal details
Instantly route copies of completed proposals to supervisors and administrators
4. Invoice
Compile and submit payment information fast with our free Invoice Template. GoFormz makes it easy to complete and share professional digital invoices with upper-management. Expedite payments, improve accuracy and elevate your faculty communications.
The Invoice form can be used to:
Gather billing information, like names, addresses, and job details
Effectively organize billable items using a customizable table for labor, service, material costs
Automatically route invoices to upper-management and contractors
Instantly calculate totals by multiplying the rate by the number of hours
5. Timesheet
Maintenance teams work at all hours and it can be hard to reconcile totals each pay period. With timesheet templates, GoFormz can digitally track and approve employee hours–all in real-time!
The Timesheet form allows you to:
Track employee hours in real-time for speedy payroll processing
Automatically submit completed timesheets to supervisors for approval
Stay proactive with alerts to notify users when a timesheet has been completed
Collect signatures to capture timesheet approvals quickly
Automate calculations of hours worked, notifying supervisors to overtime hours
Ready to improve your campus maintenance?
