Service Request Lists Overview

Service request lists in Maptician ensure designated members are alerted whenever a seat or room reservation requires services such as catering, technology/equipment setup, or visitor coordination. These members receive notifications about the reservation and its service requirements, with the option to add the event to their calendar. Service request lists can be configured for specific locations, down to individual floors. Additionally, you can assign service request lists to specific resource types within a location, providing precise control over what resources have available services.

Create a Service Request List

1. From the Maptician home screen, select the Facility Mgmt tab.
2. At the top of the page, select the Service Request Lists tab.
3. Select the + icon to add a new service request list.

   

4. Add the list name and description, if needed.
5. Click the Create button.

Edit/Configure Service Request List

Select the desired Service Request List (it will highlight in blue), and select the pencil icon to edit settings, users, and locations.

Service Info Tab

Service Request List Information

• Service Request List Name: Name of your service request list.
• Service Request Description: Description of your service request list.
• Service Type: Configured type of service this service list is designed for.
• Send Only Notification Changes: When enabled, any service update in a reservation will generate an email notification showing only the changed data.

Task Tracking

• Enabled Task Tracking: If enabled, as a service request is added to a reservation, Maptician occupants who are members of the Service Request list will see the tasks appear within their Home > My Tasks screen.
• Tasks Are Due: Choose the option that best fits when this service should begin based on the reservation. The supported options are:
  • Start of Buffer Time
  • Start of Reservation
  • End of Reservation
  • End of Buffer Time

Note: If Start of Buffer Time is chosen for the “Tasks Are Due” setting and a reservation is created without a buffer time, the task will be set to the start time of the reservation.

Enabled for Resource Types

Enable the notification list for the resource types. By default, it is enabled for both seat and room reservations. Make any needed changes and select Save Resource Types.

Default Selection in Reservation UI

Enable list defaults as needed. This enables the notification list for the selected resources, but allows users to turn the notification off if not needed. Select Save Defaults if any changes are made.

Automatic Service Requests

Enable automatic notifications as needed. This requires the notification list for the selected resource reservations (users do not have the option to turn it off). Select Save Automations if any changes are made.

Service Form Tab

The Service Form is where you define the fields that will appear in the Services tab of a reservation. Users creating reservations will use this form to enter the service data required for their specific reservation.

Text Field

A text field is a single-line input field, best used when users only need to enter small amounts of text.

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Field Label: The name of the field as it appears in reports and in the Services tab when users enter service data for a reservation.
• Make the field required: If enabled, this field must be completed for the reservation to be created (when both the service and this field are enabled in a reservation).
• Max Length: The maximum number of characters that can be entered into this text field.
• Help Text: When a user is filling out service data in a reservation, hovering over the input field will display a tooltip with the text you configure here.

Checkbox Field

A checkbox is a field that allows users to select or deselect an option in the reservation form. It is best used for yes/no or true/false inputs.

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Field Label: The name of the field as it appears in reports and in the Services tab when users are entering service data for a reservation.
• Start Checked: If enabled, the checkbox will be selected by default when the form is displayed.
• Help Text: When a user is filling out service data in a reservation, hovering over the checkbox will display a tooltip with the text you configure here.

Dropdown Field

A dropdown field allows users to select one (or multiple) options from a predefined list. Dropdowns are best used when you want to standardize responses and limit users to a specific set of values.

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Field Label: The name of the field as it appears in reports and in the Services tab when users are entering service data for a reservation.
• Field Placeholder: The instructional text shown inside the dropdown before a user makes a selection (e.g., Select an option…). This disappears once a value is selected.
• Make the field required: If enabled, the user must select a value for the reservation to be created.
• Allow multiple selections: If enabled, users can select more than one option from the dropdown. If disabled, the dropdown allows only a single selection.
• Drop-down Options: The list of choices available for users to select. You can add, remove, or edit options here.
• Default Value: A pre-selected value that will appear when the form loads. The text entered must exactly match one of the dropdown options. Only one default value may be set, even if multiple selections are allowed.
• Help Text: When a user is filling out service data in a reservation, hovering over the field will display a tooltip with the text you configure here.

Text Area

A text area is a multi-line input field, best used when users need to enter longer responses or detailed information (e.g., special instructions, notes, or descriptions).

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Field Label: The name of the field as it appears in reports and in the Services tab when users are entering service data for a reservation.
• Make the field required: If enabled, the user must enter text in this field for the reservation to be created.
• Max Length: The maximum number of characters this text area will allow.
• Lines to Display: The number of visible lines shown by default in the field. This controls the size of the input box but does not limit how much text can be entered (users can still scroll within the box if needed).
• Help Text: When a user is filling out service data in a reservation, hovering over the field will display a tooltip with the text you configure here.

Numeric Field

A numeric field allows users to input numerical values. This field is best used for quantities, costs, or any data that requires numeric input.

Settings

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Field Label: The name of the field as it appears in reports and in the Services tab when users are entering service data for a reservation.
• Make the field required: If enabled, the user must enter a value for the reservation to be created.
• Show Totals: If enabled, the system will display a total for this numeric field next to the field's label.
• Track Costs: If enabled, this numeric field can be used for cost tracking, allowing you to calculate service pricing. Additional fields in the Advanced tab become applicable when this option is selected.
• Help Text: When a user is filling out service data in a reservation, hovering over the field will display a tooltip with the text you configure here.

Advanced

• Min Value: The minimum number a user can enter.
• Max Value: The maximum number a user can enter.
• Step: Defines the interval between valid inputs (e.g., step = 5 means only multiples of 5 can be entered).
• Default Value: A pre-filled number that appears when the form loads.
• Code / SKU: Used for cost tracking purposes. Allows you to associate the numeric input with a specific code or SKU. (Only applicable when “Track Costs” is enabled.)
• Category: A label used to group or classify this numeric field.
• Price & Currency: Defines the unit price for the numeric value entered. The currency field specifies the applicable currency. (Only applicable when “Track Costs” is enabled.)

Numeric Drop-Down List

A numeric drop-down list allows users to select from a predefined list of items where each option has associated numeric constraints (such as minimum, maximum, and step values) and optional cost tracking. This field type is best used for structured selections that also involve quantities or pricing (e.g., food and beverage menus, equipment rentals).

Settings

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Field Label: The name of the field as it appears in reports and in the Services tab when users are entering service data for a reservation.
• Make the field required: If enabled, the user must select at least one item for the reservation to be created.
• Allow multiple selections: If enabled, users can select more than one option from the dropdown. If disabled, only one option can be selected.
• Show Totals: If enabled, totals across selected items will be calculated and displayed.
• Track Costs: If enabled, you can associate pricing and currency information with each dropdown option.
• Group by Category: Organizes options into categories (e.g., “Food,” “Drink”) to make selection easier.
• Help Text: When a user is filling out service data in a reservation, hovering over the field will display a tooltip with the text you configure here.

Dropdown Options

Each dropdown option can include the following settings:

• Name: The label of the option shown to users (e.g., “Coffee,” “Assorted Pastries”).
• Min / Max: The minimum and maximum quantities a user can select for this option.
• Step: The increment allowed for quantities (e.g., step = 1 allows whole numbers only).
• Default: A pre-filled quantity that appears when the form loads.
• Price: The cost per unit of this item. (Only applicable when “Track Costs” is enabled.)
• Code: A unique identifier or SKU for the item. (Only applicable when “Track Costs” is enabled.)
• Category: A label used to group items into categories (e.g., Food, Drink).

Example of Numeric Drop-Down List

Below is an example of how you could configure a numeric drop-down field to track costs within a catering service request list:

Here is how that numeric drop-down field would appear inside the Services tab when a user is adding catering as a service to their reservation:

 

URL Field

A URL field allows you to provide a clickable link within the reservation form. This field type is useful when you need to direct users to an external resource, email address, or phone number.

• Field Name: The name of the field that will appear in email notifications sent to service members.
• Link Label: The text displayed to users as the clickable link (e.g., “Visit Website”).
• Link Type: Defines the type of link to be created. Options include:
  • Web Link (https://): Opens a web page when clicked.
  • Email (mailto:): Opens the user’s default email client with the “To” field pre-filled.
  • Phone (tel:): Opens the user’s phone dialer to place a call (useful for mobile users).
• Link Target: The actual destination of the link, based on the selected type.
  • Web Link: enter the full URL (e.g., https://example.com).
  • Email: enter an email address (e.g., support@example.com).
  • Phone: enter a phone number (e.g., +15551234567).
• Help Text: When a user is filling out service data in a reservation, hovering over the field will display a tooltip with the text you configure here.

Groups Tab

If you are using groups to manage occupants, you can add an entire group to a service request list instead of adding members individually. Click the + icon to add a group or the – icon to remove it.

Users Tab

You can add individual Maptician occupants to a service request list by clicking the + icon next to their name. To remove an occupant, click the – icon in the Service Request Responders panel.

Email Addresses Tab

If a service request recipient is not a Maptician user, you can still include them by adding their email address. Enter the recipient’s name and email, then click Add Email Recipient. To remove, click Remove Email Recipient.

Locations Tab

Add locations or specific floors to a service request list by selecting the checkbox next to the location or floor name. This allows the service request list to apply to an entire location or only certain floors.

Resource Types Tab

Configure a service request list to apply only to specific resource types within a location. By default, all resource types are enabled when a location is added. To limit the list, expand the location and uncheck the resource types you don’t want included.