You manage a building or compound and reports reach you by WhatsApp, at the guard desk and at your door. You want to know which report is still open, who owns it, which ones have waited too long, and what maintenance costs each month. The free maintenance requests and complaints sheet answers these from one table where you log the reports.
The problem it solves
A report nobody writes down is forgotten, and a report buried in a message is lost within a week. When a resident asks "did you fix the elevator?", the manager does not know how long ago it was reported or who was assigned. Nobody notices either that half the reports are plumbing, so no root-cause decision gets made. The sheet puts each report on one line and works out the age and the lateness for you.
How it works, step by step
- In Settings, write today's date and adjust the allowed days for each priority: urgent, high, normal and low.
- In Reports, log each new report: date, unit or place, type, description, priority and owner, leaving the status as "new".
- Change the status to "in progress" when work starts, or "postponed" if you defer it.
- When it is done, set it to "done" and write the closing date and the cost.
- Start each day from the Open sheet: the oldest report is at the top.
What each sheet gives you
- Settings: today's date (type =TODAY() to keep it current) and the allowed days per priority.
- Reports: an automatic report number, days open, the allowed days for its priority, and "late" when an open report exceeds them, with the row shaded red. Dropdowns for type, priority and status.
- Open: unfinished reports oldest first, with place, description, owner and days.
- Summary: reports per status, open and late counts, average days to close, count and cost per type with the most frequent one, and cost for the last 12 months.
Walk-through with the sample sheet
These reports are sample data for an imaginary building, not real residents. Today in the sheet is 1 November 2026 and it holds 21 reports: 12 done, 6 new, 2 in progress and 1 postponed. That makes 9 open, four of them late.
The oldest is a short circuit in the corridor lighting reported on 5 October, high priority with a 3-day allowance and 27 days open, so it heads the list marked "late". Next is the urgent elevator fault (20 days against a 1-day allowance), then the garage water leak (14 days against 7), then the trash room smell (10 days, low priority with 14 allowed, so not late), then the guard complaint (6 days against 3, late).
The closed reports took 3.8 days on average across twelve reports. The most frequent type is plumbing with five reports, then elevator and electricity with four each. Total maintenance cost is 7,700 pounds: 2,250 in June, 1,500 in July, 2,000 in August, 850 in September and 1,100 in October.
Why it matters
- No report is forgotten: each has a number, date, owner and status.
- Lateness by your own rule: an urgent report is late after one day, a low one after two weeks; you decide.
- A ready answer for residents: you know a report's age, owner and status in seconds.
- Decisions from numbers: a repeating type shows where a lasting fix pays off, and you know the monthly spend before the association meets.
The online version
The online version opens on the same example. Edit any white cell and watch the results change, add a report with a form instead of typing in the grid, and import or export an xlsx file. Your data stays in your browser and no account is needed. To follow the fund that pays for major repairs, try the reserve and emergency fund sheet, and for other spending the expenses and budget sheet.
Who it suits
An association manager or the supervisor of a building or small compound who wants an organised report log and control over delays without complicated software. If the community grows, several people log from different devices, or you want each resident to submit and follow their own report, Softwiro can build custom software around your way of working: contact us.