Every broken AC, leaking tap and dead Wi-Fi point, reported in a minute and closed on record.
InfraDesk is a maintenance ticketing system for organisations with many sites. Staff report a problem from their phone with photos, without logging in. It goes straight to the right person, gets fixed with proof, and management sees every open issue across every property, live.
- 1Reported from a phoneAnanya, Sales & Marketing · 3 photos
- 2Routed to Rahul MehtaRule: Air Conditioning → Facilities
- 3Technician on site“Gas pressure low, refill booked”
- 4Resolved with a photoReporter emailed, can reopen if needed
Maintenance requests get lost in calls, chats and memory.
With many offices, a training centre or two and a warehouse, the same problems repeat every week. The real cost is not the repair. It is nobody knowing what is open, who has it, and for how long.
Without InfraDesk
- Requests arrive by phone, WhatsApp and corridor conversation, and some are simply forgotten.
- Nobody owns the issue, so it passes between people.
- The person who reported it has no idea if anything is happening.
- Management only hears about problems once they become complaints.
- There is no record of what broke, where, how often, or how long it took to fix.
With InfraDesk
- One link for every staff member, on any phone, at every property.
- Each issue gets a ticket number and an owner the moment it is reported.
- Reporters track progress with their ticket number and mobile number.
- Overdue work is chased automatically and escalated to management.
- A full history with photos, by property, category and person.
From “something is broken” to “fixed, with proof”.
- ReportStaff open the link, pick the property and category, describe it and add photos or a video. No account needed.
- RouteCategory rules assign it instantly: IT issues to IT, AC and plumbing to facilities. The owner gets an email.
- Work on itThe owner updates the status, adds notes and photos, or puts it on hold while waiting for a part.
- ResolveMarked resolved with an “after” photo. The reporter is told, and can reopen it if it is not really fixed.
- OverseeDashboard, daily digest, reminders at 5 days and escalation to management at 7 days.
Reporting takes under a minute, from any phone.
The report page is public inside your organisation's link: no app to install and no password to remember. It works the same on a laptop.
A short form that asks the right questions
Name, mobile, official email, department, property, category, a title, a description and how urgent it is. Every choice comes from your own lists, so reports arrive clean and comparable.
- Camera and gallery. Take several photos in a row with the camera, or pick photos and videos from the gallery. Up to 6 files per report, 25 MB each.
- Photos shrink automatically to a sharp 1600 px, so an 8 MB phone photo is stored at about 1 MB.
- Four priority levels written in plain words: “work has stopped, fix today” to “whenever possible”.
- No double tickets. Pressing submit twice, or refreshing, never creates a duplicate.
- Installs like an app. Staff can add InfraDesk to their phone's home screen.
An instant ticket number, and a page to follow it
After submitting, the reporter sees their ticket number straight away and gets it by email. With that number and their mobile number they can open the ticket at any time.
- Progress at a glance: Open, Assigned, In Progress, Resolved, with who is handling it.
- Every update and photo from the team, in order, with dates and times.
- Two-way: the reporter can add a note or more photos, and the team is notified.
- “Still not fixed, reopen”: one tap sends a resolved ticket straight back to the team.
- Private by design: a ticket only opens with the right number and the right mobile number.
Each person sees their own queue, and every ticket tells its own story.
Technicians and coordinators sign in to work. Everything about an issue is on one page: what was reported, the photos, every update, and what has to happen next.
The ticket page
Photos from the report sit at the top. Photos added later appear under the update they belong to, so the “before” and “after” are never mixed up.
- Change status, owner or priority in one click. Every change is written into the history with the person's name.
- Post updates with photos from the camera or gallery. The reporter is emailed automatically.
- Target time set from the priority, with a clear “Past target time” warning when it slips.
- Reporter details one tap away: department, phone number and email.
- Tracking link ready to copy and send to the reporter.
“Assigned to me”, on the phone in their pocket
Each technician opens their own list of work, oldest and most urgent first, and updates it from the site. On phones a tab bar replaces the side menu.
- Personal queue with priority, property and age on every row.
- Update on the spot: take the “after” photo and close the ticket without going back to a desk.
- Two roles: management sees everything and the settings, the infra team works the queue.
A live picture of maintenance across every property.
The dashboard answers the questions leaders actually ask: how much is open, what is late, which sites and categories keep breaking, who is overloaded, and what has been waiting longest. Every number is a link to those tickets.
What the dashboard shows
- Headline numbers: open now, past target, not yet assigned, in progress, on hold, resolved in 30 days and the average days to close.
- Where all issues stand: one bar showing every status.
- Open issues by property and by category: which sites and what keeps breaking.
- How long open issues have been waiting: 0–2 days, 3–7, 8–14 and over 14 days.
- Who is reporting: open issues by department.
- Team workload: open and overdue work per person.
- Oldest open issues with owner, priority and age.
Response targets, set by priority
Every ticket gets a target close time the moment it is reported. Anything past its target is flagged on the ticket, in lists and on the dashboard.
Nothing slips quietly. InfraDesk does the chasing.
Emails go out from your own company mailbox at each step, and a daily job reminds, escalates and summarises. Every message is kept in a notification log.
- The moment it is reportedOwner and reporter toldThe assignee gets the details and photos link. The infra lead gets a copy. The reporter gets their ticket number.
- Every morning, 9:00Daily digestManagement and the infra lead get one email: what is open, what is past target, what is unassigned.
- After 5 days openPrivate reminderThe owner is told how many days remain before management hears about it.
- After 7 days openEscalationManagement and the infra lead are emailed, and the escalation is written into the ticket's history.
The 5 and 7 day limits are settings you choose. Updates, status changes, resolution and reopening also notify the right people both ways.
Your sites, your categories, your people, your rules.
Management changes all of this in the browser. No developer is needed to add a property, change who handles a category or bring a new technician on board.
Categories and routing rules
Each category has an icon and an owner. New issues in that category go straight to that person.
Infra team and roles
Add people, set their designation and role, reset a password, or deactivate someone who leaves.
Properties
Every office, branch, warehouse and guest house, with type and city. Switch one off when it closes.
Departments
The departments reporters choose from, so you can see who raises what.
Email, reminders and limits
Sending mailbox, reminder and escalation days, upload limits, and a one-click test email.
Clear test data
Remove practice tickets one by one before going live, without touching real ones.
Open enough for everyone to report, locked down where it matters.
The complete feature list.
Reporting
- Public report page, no login or app
- Works on any phone and desktop
- Add to home screen like an app
- Property, category, department and priority lists
- Several camera photos in a row
- Photos and videos from the gallery
- Up to 6 files per report, 25 MB each
- Automatic photo resizing
- File type checks: only real photos and videos
- Duplicate-submit protection
- Instant ticket number on screen and by email
Tracking for reporters
- Track by ticket number and mobile
- Status steps and who is handling it
- All updates and photos in order
- Add notes and photos
- “Still not fixed, reopen”
- Direct tracking link in every email
- Brute-force protection on lookups
Working on tickets
- Automatic routing by category
- Assigned to me queue
- Five statuses including On Hold
- Change owner, status and priority
- Updates with photos and video
- Report photos and later photos kept apart
- Full history with names and times
- Target time per priority, overdue flags
- Reporter contact details on the ticket
- Phone layout with bottom tab bar
Management
- Live dashboard with 7 sections
- Every number links to its tickets
- Average days to close
- Waiting-time buckets
- Team workload and overdue per person
- All issues with status chips
- Filters: property, category, priority, person, unassigned
- Search by title, text, number or reporter
Follow-up and email
- Emails from your own mailbox
- Assignment, receipt, update, status, resolved and reopen emails
- Two-way update emails
- Daily digest at 9:00
- Reminder after 5 days (adjustable)
- Escalation after 7 days (adjustable)
- Notification log with failure reasons
- One-click test email
Administration and safety
- Properties, departments and categories
- Category icons and routing owners
- Team members, roles and password resets
- Clear test data before go-live
- Change your own password
- Spam limits per connection
- Private photo access
- HTTPS and secure sessions
- Nightly Google Drive backups, tested restores
- Health check and uptime monitoring
- Test copy and one-command rollback
Live in days, not months.
InfraDesk is already in daily use at Robokidz across ten properties. Setting it up for your organisation is configuration, not a software project.
- Map your organisationWe load your properties, departments, categories and who handles each one.
- Connect email and backupsYour own sending mailbox, and nightly backups to your Google Drive.
- Pilot at one siteStaff at one property report for a week; we tune categories and routing.
- Go live everywhereShare one link and a QR code poster at every site. The team works from day one.
See it with your own sites in it.
We can set up a private demo with your properties, categories and team, so your managers and technicians can try reporting and resolving real-looking issues before deciding.