Facilities Dashboard

Go to Insights › Facilities Dashboard for a quick read on your facilities: your inventory, and the work orders that keep it running. It's a fixed dashboard, with two tabs. For your own charts, use Insights.

You need Open the IT and Facilities dashboards (dashboards.view) and View assets (assets.view), on an account with facilities inventory.

Everything counts only what your role reaches: your whole account, one district, or your own locations.

Work orders are the requests in your Facilities department, the same ones you work on the Facilities work order list. You need to be able to see that department for the work order numbers to show.

Time frame#

The Work Orders tab has a time frame picker at the top right: This week (from Monday), This month, This quarter (January, April, July or October on), This school year or Last 12 months. Each runs from its start to right now, counted in your district's time zone. The school year starts on the first day of your fiscal year's first month, July unless you've changed it. The days it covers show next to the picker.

It starts on This month each time you open the page, and keeps your pick while you switch tabs.

On the Work Orders tab, the time frame applies to what happened: work orders opened, their cost, hours logged, and the charts of who and where. How things stand right now doesn't change with it: open work orders, overdue work and safety work are always as of now. Each card says which it is.

The Inventory tab has no time frame, and the picker isn't there. Its cards count your inventory as it stands now, and its work order chart counts every work order ever opened on each item.

Which time frame should I choose?#

| Time frame | Choose it when | | --- | --- | | This week | Planning this week's work with your crew, and checking who's carrying the most. | | This month | The default. A monthly check-in or a report to your director. | | This quarter | Comparing with a quarterly budget or a board report. | | This school year | Year-to-date cost and hours for budgeting, lined up with your fiscal year. | | Last 12 months | A full year of seasons at any time of year, like spotting HVAC work that piles up every summer and winter. |

For example, a Facilities director preparing next year's budget in May picks This school year: Total Cost shows what work orders have cost since July 1, and Work Orders by Location shows where the work went. Overdue and Open Work Orders don't change with the choice.

Filters#

Select Filter next to the tabs to narrow the tab you're on. Each tab offers what its numbers can be narrowed by:

| Tab | Filters | | --- | --- | | Inventory | Location (where the item is) and Asset type (facilities types). | | Work Orders | Location (the school the work order is for), Team, Assignee (people, plus Me and Unassigned at the top) and Imported. |

Location lists only the locations your role reaches, and it's shared by both tabs. Team lists your Facilities teams and the teams every department shares. Imported is one choice: All tickets (the default), Imported only (work orders brought in from another help desk with ticket history import) or Not imported (made in schoolOS); it narrows the work order cards and charts only, never the Inventory tab. Every card and chart on the tab counts only what matches, and the Inventory list a card opens carries the same filters. Several values in one filter match any of them; two filters must both match.

Each pick shows as a chip; select its X, or Clear all. The filters are part of the page address, so you can bookmark or share a filtered view, and it stays after a reload. Anyone who opens it still sees only what their own role reaches. When nothing matches, the tab says so, with Clear filters.

For example, a Facilities director picks the HVAC team under Team on the Work Orders tab: Overdue, Hours Logged and Work Orders by Assignee now show only that crew's work.

The Inventory tab#

It counts facilities assets: the ones created on Assets › Inventory, or, for older records, the ones whose type isn't an IT type.

Four cards come first. Select one to open Assets › Inventory filtered to exactly the items the card counts: its own condition (like Status: Missing, lost or stolen) and your Location and Asset type filters show as ordinary chips you can remove. They count like the cards on the IT Dashboard:

• Total Assets (In facilities fleet). Every item that isn't retired.
• Total Inventory Value (Sum of purchase prices).
• Out for Repair (Maintenance required). Items in a repair or broken status.
• Missing / Lost (Needs investigation). Items that are missing, lost or stolen.

Below them:

• Top 5 Facilities Assets by Work Orders (Most work orders ever opened). The five items with the most work orders, counting every work order ever opened on them, open or closed. Shown once a work order names an item. It shows which boilers and rooftop units take the most visits over their life.
• Device Distribution by Location (Asset allocation across locations). Your four biggest locations, then Other. Select a slice to open Assets › Inventory at that location; Other opens every location except the four named ones. Items with no location (Unknown) can't be opened as a list.

The Work Orders tab#

Five cards:

• Total Cost. For work orders opened in the time frame, each one's actual cost, or its estimate when there's no actual cost yet, added up.
• Safety/Compliance. Open work orders with "safety" or "compliance" in their title or description, as of now. Work orders have no safety setting, so this goes by their words.
• Open Work Orders (Not closed yet, as of now). Open means what the list means: a status that isn't solved or closed.
• Overdue (Open and past their due date). The due date is the one set from the work order's priority, or by hand.
• Hours Logged. Time logged on Facilities work orders in the time frame, whenever the work order was opened.

Select Open Work Orders or Overdue to open Helpdesk › Work orders with exactly those work orders: the list's own filters (Past due for Overdue) and the dashboard's Location, Team, Assignee and Imported (as Origin) show as chips you can remove. Total Cost and Hours Logged are sums, not lists, and Safety/Compliance goes by words the list can't search for together, so those three can't be selected. Merged work orders are counted once, in the work order they were merged into, as the list counts them.

When there's overdue or safety work, Attention Needed lists up to five of each, with how many there are in all, so you can act on them.

Then the charts, all of work orders opened in the time frame:

• Scheduled vs Unscheduled Work. Scheduled work orders have a scheduled start date; unscheduled ones don't. Set a scheduled start on planned work, like inspections and preventive maintenance, to see it here.
• Work Orders by Location.
• Work Orders by Assignee. How many each person is assigned.
• Work Orders by Submitter. The ten people who opened the most.

Select a slice or bar of Work Orders by Location, by Assignee or by Submitter to open those work orders in Helpdesk › Work orders: Status: Any status, Created on or after and on or before the time frame's first and last days (in your account's time zone, as the dashboard counts), and the school or person you picked, with the dashboard's filters. The Unknown location slice and Scheduled vs Unscheduled Work can't be selected: the list can't filter by a missing location or by a scheduled start date.