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iiQ Facilities

Better Facilities Management, Built for K-12.

  • 28 Topics
  • 107 Replies
28 Topics
Hannah Bailey
Hannah BaileyiiQ Community Manager
published in iiQ Facilities
Cherry Creek School District’s Journey to Better Maintenance Operations

Hear directly from Cherry Creek School District on how they up-leveled their facilities processes across all 67 schools after shifting from their paper-based system to iiQ Facilities on Incident IQ’s. Their success story includes quicker response times, comprehensive district support, and better data for improved resource allocation.  

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Hannah Bailey
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Participant
calexanderParticipant
published in iiQ Facilities
Custom Data Analytics Dashboard - Technology and Facilities Ticketing

Good morning all,I am just sharing this project as a proof of concept in case anyone is interested in achieving something similar.Utilizing Incident IQ’s API to collect the data, I developed a fully automated and fully customizable dashboard that updates every 15 minutes and can be filtered and sorted any way we need. The plan is to continue building this out to contain many more KPIs and data points from a variety of departments. The long-term goal is to curate data from many sources into a digestible format for the administration and Board in our district.  The specific dashboard pictured above is run strictly using Google Sheets, Google Apps Script, and Looker Studio (Google Data Studio) but something similar can be created in any popular data visualization tool (Power BI, Tableau, etc.). I try to focus on the information presented rather than the design and to focus on a specific problem to solve. This view above is still in development and tailored for an operational manager to ge

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Kathryn Carter
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RJ-92Observer
asked in iiQ Facilities
Open Ticket Based on an Assets Custom Date field?

We want to setup tickets to automatically be opened when a maintenance due date is coming up for a given asset. Example:Custom field (date): Inspection Due DateWe cannot seem to automate tickets to be opened when the inspection due date is <30 days away. Mechanics need to manually check the asset data to know when maintenance tasks like this are upcoming for any specific vehicle. This seems like a pretty big shortcoming of IIQ facilities with regards to asset maintenance

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AHolley_iiQ
MPeters 48079a4 stjacademy
MPeters 48079a4 stjacademyObserver
asked in iiQ Facilities
Facilities module integration into a current IIQ instance

We are currently using IIQ Ticketing and Assets. Our Facilities department is considering moving to IIQ’s facilities module. I’ll be assisting in this and had a question. The facilities department is interested in email to ticket creation. We currently are using this feature in ticketing and I was wondering if the facilities module would be able to have a different email address for ticket creation that could be separately enabled/disabled. Any insight would be helpful. Thanks!

301
EStapf_iiQ
A
ABaker 813353e southcountryObserver
asked in iiQ Facilities
Routing, Calendars, Manual Toggle, and Shortcuts

Hello,I’m new here and grateful for this resource. I’ve been advised to start a new topic regarding some ongoing issues with our organization’s setup of Incident IQ after the initial implementation. Some of these issues were raised with Incident IQ support previously, but from what I understand, they weren’t fully addressed or configured as planned. I’m coming in at the end of this process, so I wanted to outline the key concerns.Here are the main issues: Routing Pathways: We need to create missing routing pathways to ensure events are routed correctly for both pending and approved organizations. Calendar Integration: The calendar integration needs fixing so that manually approved events display the correct approval icon on the calendar. Manual Toggle for Missing Organizations: We need to finalize the manual toggle for missing organization names. This will allow admins to process events without requiring organizations to resubmit their requests. Shortcut Routing Issues: There are

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A
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DAdmin 560bcc4 ccslObserver
asked in iiQ Facilities
Remove Time Entry

Hello everyone, I am going through the facility tickets and as one of the resolution actions is “repaired” but it prompts for a time entry (the time it took to repairs). Is there a way to remove the requirement to enter the time entry when selecting Repaired as resolution action 

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Kathryn Carter
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ELadnier 737a3e4 biloxiObserver
asked in iiQ Facilities
Addition to Ticket Type/Model

I need Renaissance Place added for Ticket Type/Model. It is currently not available in the Apps tab while logged in as an administrator. I am also unable to add it.

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E
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tkazarObserver
asked in iiQ Facilities
Custom Field mapping Sync changes

Background: I have some custom fields setup for IIQ Events and have them mapped to the same fields in ticketing. There is a field that I would like to have updated as part of the approval process. It seems like the filed does not “map” beyond the initial creation. Therefore, after a field is updated in the ticket (or event), it does not update the field on the other end, leaving them out of sync.  Question: is this the expected behavior, or is it supposed to be updating whenever a change is made? If this is expected behavior, then this becomes a feature request. If not, then I will put in a ticket with support.  Thanks! 

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Kathryn Carter
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SSchlomann 4706981 sdwObserver
asked in iiQ Facilities
Facilities consumable order fulfillment process flow

We are just implementing IIQ for facilities.  We are coming off of School Dude and are looking to build a order fulfillment workflow for our buildings.Each building places an order for multiple consumable items and the warehouse picks the items and delivers them.  We then need to track and report those transactions to accounting at the end of each month.  Has anyone developed a workflow for this?  So far what we have seen is very clunky with a static form with hundreds of items on it.  

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Hannah Bailey
Hannah BaileyiiQ Community Manager
published in iiQ Facilities
Work Order/ Preventative Maintenance - Ticket Templates

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. Using Ticket Templates for maintenance work Orders, Emergency repair work orders, preventive maintenance work orders, inspection work orders, and more.  Many of the tasks facility members oversee could be a ticket template. Here are some examples:Yearly Fire Extinguisher Inspection - an annual ticket is created and assigned to a specific agent at the beginning of each school year to remind them to inspect the fire extinguishers at a particular school. Monthly Inspection Report - this template creates a monthly ticket to remind a specific agent to perform an inspection report on one particular van and trailer. Custodial Flood Response - This template was created to be used in the event of a flooding emergency. The ticket is automaticall

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Kathryn Carter
NBurke_iiQ
NBurke_iiQEmployee
posted in iiQ Facilities
Best Practice Facilities: Scheduled Moves

 It is very common for Facilities teams to be asked to move things within a building, or from building to building.  Whether it be tables, chairs, bookcases, cabinets, or large equipment.  These moves require a lot of planning and coordination!   Ann Arbor School District in Michigan created a wonderful solution to be sure they receive the details they need to make their scheduled moves successful! They created an issue type called Scheduled Moves. Next, they created some custom fields that allow them to gather the details they need.  They chose to make them required so that the requestor cannot even submit the ticket without providing the information.  They also added a colorful information field that will be sure to get their attention! Adding their custom fields to the Tickets tab and adding these filter conditions ensures that these custom fields will only appear when a requestor selects “Scheduled Moves”. Now when a requestor is submitting a ticket and selects the Issue Type “Sche

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NBurke_iiQ
TAnders
Specialist
TAndersSpecialist
asked in iiQ Facilities
Export field for Total Cost of a ticket

We just started using Facilities last month, and it has the nice built in tracking for labor rates for the tickets. We have come to the first time we need to bill out some tickets to other departments and I am not seeing a “total ticket cost” field anywhere that I can find. Am I missing something? I have a field for total labor cost and total parts cost, but they are separate in the export. The ticket itself has the total cost on it, but that field doesn’t get exported with what I have tried. Is there really not an exportable field for “Total ticket cost” that includes parts and labor?

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Layla Stone
JGARZA 16750c3 gpisd
JGARZA 16750c3 gpisdObserver
asked in iiQ Facilities
Facilites Admin Options Gone??

We are having an issue all of a sudden where all of our options under Admin are gone.

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Kathryn Carter
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TMiers 86354f2 mlsd161Observer
asked in iiQ Facilities
Facilities Use in Maintenance Dept.

Good afternoon, I am new to Incident IQ/Facilities We have been using it for about 5 weeks and I know we have only scratched the surface of its capabilities. How do you handle tickets for major projects and accounting of projects? Our last program, we created a ticket, scheduled all of the necessary crew members to it and then printed each a copy. THEN, each crew member, when purchasing or using materials for projects, would put the work order number on the receipt and turn it in. We in turn, would then add those costs to the work order. How do you do all of this in IQ? We do not have inventory in IQ, We don’t keep inventory and we do not have a lot of inventory in our shop. Our shop is more than 25 minutes from the furthest school and sometimes it is easier for our crew to just go buy an item, rather than putting away all of their tools and supplies, reloading their vans and driving back to our shop to turn around and go back to the school, unload tools & supplies, etc. Right now,

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Kathryn Carter
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BTalley 5601b82 friscoisdObserver
posted in iiQ Facilities
Printing Maps within IIQ Maps

I am adding Maps to IIQ.  They were all created as PDFs, so I am saving them as PNG files. I’m trying to see if there is a way to actually print the Map from the left Maps margin.  Is this something that is available to the end user?

393
Kathryn Carter
ACampbell 717f23b friscoisd
ACampbell 717f23b friscoisdObserver
asked in iiQ Facilities
Permissions/Rights to manage issues in facilities?

Is there a way to give permissions to manage issues in Facilities without making the person admin role? For example, we gave rights to manage custom fields. I can’t find any permissions specifically related to issues. Thanks!

351
Kathryn Carter
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Teara CoulombeObserver
asked in iiQ Facilities
Labor Hours

Our division has labor hours as a requirement to resolve a ticket However, in both single and bulk working of tickets  - when an agent puts in their labor hours it does not cross out the labor hour requirement stating it was done until you refresh each screen.  This is a HUGE issue when you are working tickets in Bulk and want to complete multiple work orders at once and don’t want to have to refresh each and every work order.  What is going on? Thank you 

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Kathryn Carter
JAdkins_iiQ
JAdkins_iiQiiQ Community Manager
published in iiQ Facilities
West Orange Public Schools Streamlines Facility Management with iiQ Facilities

Challenge: West Orange Public Schools faced inefficiencies with an outdated CMMS that slowed work order processing and lacked effective communication tools, causing delays and paperwork burdens for the facilities team.Solution: The district switched to iiQ Facilities, inspired by the Technology department's success. This modern CMMS was implemented with tailored training for the facilities staff, offering real-time updates, automatic routing, and a mobile app for on-the-go management.Results: iiQ Facilities transformed the district's facility management, enabling faster communication with teachers and principals, automatic work order assignments, and time savings from reduced administrative tasks. The mobile app and preventative maintenance schedules have saved time and streamlined processes, making even veteran staff members advocates for the new system. Overall, the team found iiQ Facilities easy to learn and values how the software has simplified operations.Enhanced Communication: T

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JAdkins_iiQ
J
Contributor
jhandlerContributor
asked in iiQ Facilities
Printing and Viewing to include information +2 or moer

In Events ReportingOn the building use report is there anything that can be done to display the missing information ?  (example below shows +2 more).    We need to print this information for evening custodians who don’t have IIQ access and need these details on their nightly task reports.  HS > 43 Gym+ 2 More

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Kathryn Carter
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BSchreur 46352a2 central301Observer
posted in iiQ Facilities
Our ticketing system is just spinning!

So our ticketing system is just spinning and we are not able to submit a support ticket. There is no information on the iiq site for a support email or a phone number. Does anyone know where to find this information?  Thank you. 

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Kathryn Carter
Hannah Bailey
Hannah BaileyiiQ Community Manager
published in iiQ Facilities
Importing Facilities Assets

When starting with any new system, learning the associated terminology and settings can be challenging. Here is a checklist before importing facilities assets, along with some knowledge base guides.  The required fields when importing assets: Model and Asset TagOptional Fields: Location, Serial NumberAny additional fields are called Custom Fields with Incident IQ. First, check that Incident IQ has the manufacturers and models prior to your import. You can check by navigating to the manufacturers or models tabs on the left sidebar under Administration.   Here is a knowledge base guide to learn more about managing and creating new models as well as manufacturers. Please note when creating a new model, the manufacture field is required.  When onboarding other facilities teams, we have heard that other systems refer to manufacturers as vendors.  Also, you are able to create your own Model Categories if needed (e.g. Vehicles, HVAC, Lighting, Safety). This will help separate your assets into

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Kathryn Carter
M
Contributor
mrodriguezContributor
asked in iiQ Facilities
Facilities Ticket action/resolution

We just started using facilities. We are seeing that our techs are using the “Labor” button within the ticket instead of the “action” they did. We do not track labor this way and was wondering if there is a spot to remove this option completely to our maintenance techs do not confuse the action they are suppose to use.

433
Hannah Bailey
Kathryn Carter
Kathryn CarterCommunity Manager
published in iiQ Facilities
Facilities Tips and Tricks - Tracking Parts in Rooms

Suppose you want to track and report on which rooms are using what parts; I would suggest using a ticket view with the room and parts columns. The filter you will be using is “Parts Used Date,” and you can add the columns with the information you need. One use case would be to see the rooms that are consuming parts more than they should. For example, 6th Grade boys' bathroom using more toilet paper than other bathrooms) One example is a monthly report of the number of parts and the cost of parts by room. First, select the filter Parts Used Date; you can show weekly, monthly, or semesterly data. The columns include the requestor, room number, and total parts used. Additionally, you can add additional filters like location or part type.

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Kathryn Carter
J
John_GeckObserver
asked in iiQ Facilities
[Facilities] Adding Vendors instead of individual parts?

Our Maintenance & Operations team does not maintain an inventory of parts, instead our agents are able to purchase necessary parts for jobs from local vendors, and provide the invoices to the helpdesk admin for facilities, who entered them in as “Parts”, specifying a cost (e.g. Part = “Grainger”, Qty = “1”, Cost = “[whatever the cost for the parts for this job were]”) With the enhancements that were rolled out recently, I am struggling to find a way to implement this for them. It looks like we’re locked in to maintaining a specific inventory of named parts with associated costs. Their team simply does not have the labor hours to add this much overhead. I want to keep them engaged with the platform but if we can’t add in part costs I don’t know what I can do. We can’t be the only district who does things this way, is there any guidance around this? I see there’s a section for “Suppliers” but it looks like that’s just a database of contact info, and not mapped to the parts inventory

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Kathryn Carter
J
Specialist
jclarkSpecialist
asked in iiQ Facilities
Rules between products

We have a couple of Issue Categories under “Other Requests” that need to go to Facilities teams. By default, anything under “Other Requests” is a ticket in the Ticketing product.One of the categories in question is called “Chair & Table Request”I can set a “when created” rule to change the product to Facilities, but I can’t get a rule under the Facilities product to pick up the change and keep processing rules. All we’re trying to get it to do is assign the ticket to a team in the Facilities product on creation.Due to the size of our district, not everyone is authorized to enter Facilities tickets, so we’ve set up permissions and role visibility to reflect that…. however anyone can enter a “Chair & Table Request” which is why we have it under “Other Requests”.I tried setting a “When Field is Updated > Product” rule on the Facilities side, but it doesn’t pick up the change.It appears the “Continue to next rule” option doesn’t continue on to rules under another product, even t

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Hannah Bailey

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Incident IQ is a service management platform built for K-12 school districts, featuring asset management, help ticketing, facilities maintenance solutions, and more.

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