Facilities Portal Guide

The SaaniCare Facilities Portal provides tools for managing building maintenance, facility issues, and facility operations.

Getting Started

Accessing the Portal

1. Visit the Facilities Portal at facilities.saanicare.dev
2. Sign in with your facilities manager account
3. Select your school

Dashboard Overview

The dashboard displays:

• Open Work Orders: Pending maintenance requests
• Urgent Issues: High-priority maintenance
• Recent Completions: Recently completed work
• Quick Actions: Common tasks

Maintenance Management

Creating Work Orders

1. Go to “Work Orders”
2. Click “Create Work Order”
3. Enter issue details
4. Set priority
5. Assign to vendor or staff
6. Save work order

Managing Work Orders

1. Navigate to “Work Orders”
2. View all work orders
3. Update status
4. Add notes
5. Complete work orders

Work Order Tracking

1. Go to “Tracking”
2. View work order progress
3. Track completion times
4. Monitor costs
5. Generate reports

Vendor Management

Managing Vendors

1. Navigate to “Vendors”
2. View vendor list
3. Add new vendors
4. Manage contracts
5. Track performance

Vendor Assignments

1. Go to “Assignments”
2. Assign work to vendors
3. Track vendor work
4. Manage payments
5. Review performance

Facility Management

Facility Information

1. Navigate to “Facilities”
2. View facility details
3. Manage building information
4. Track capacity
5. Update records

Facility Usage

1. Go to “Usage”
2. View facility usage
3. Track reservations
4. Manage scheduling
5. Generate reports

Budget Management

Maintenance Budgets

1. Navigate to “Budgets”
2. View maintenance budgets
3. Track spending
4. Manage allocations
5. Generate reports

Cost Tracking

1. Go to “Costs”
2. Track maintenance costs
3. View vendor costs
4. Analyze spending
5. Generate reports

Reports & Analytics

Maintenance Reports

1. Navigate to “Reports”
2. Generate maintenance reports
3. View work order statistics
4. Track trends
5. Export data

Facility Reports

1. Go to “Facility Reports”
2. Generate facility summaries
3. View usage statistics
4. Track capacity
5. Export data

Settings

Facility Settings

• Configure work order categories
• Set priority levels
• Manage facility types
• Configure notifications

Budget Settings

• Set budget limits
• Configure cost categories
• Manage allocations
• Set approval workflows

Best Practices

1. Quick Response: Respond to urgent issues promptly
2. Preventive Maintenance: Schedule regular maintenance
3. Cost Control: Monitor and control costs
4. Vendor Management: Maintain good vendor relationships
5. Documentation: Keep detailed maintenance records

Troubleshooting

Common Issues

Work order not creating

• Check required fields
• Verify permissions
• Review system status

Vendor assignment failing

• Check vendor availability
• Verify contract status
• Review assignments

Cost tracking not updating

• Refresh page
• Check transaction records
• Verify data entry