Getting a Facilities Work-Order Backlog Under Control
How a facilities team uses Handhaaf to standardise requests, assign work and clear the backlog.
Use case: One queue, clear priorities, nothing lost
Turn scattered requests into a managed, prioritised workflow — with a single intake, clear ownership and a backlog you can finally see.
- Request queue — No more lost tickets
- By priority — Safety and impact first
- To completion — Clear accountability
A facilities team fields requests by email, phone and hallway conversation across multiple buildings. Work slips through the cracks, nobody can see the true backlog, and urgent jobs compete with routine ones for attention.
Without a single system of record, there's no way to show leadership what's outstanding, what's been cleared, or whether the team is keeping up — and no clear owner for any given job.
Requests come in through a single intake, each becomes a work order tied to a location and asset, and jobs are prioritised and assigned so the team works the right things in the right order — with a live view of the backlog burning down.
- The challenge
- The approach
What this use case solves
- Requests scattered everywhere — A single intake turns email, phone and walk-ups into one queue nothing falls out of.
- No real view of the backlog — Every open job is visible in one place, so you can show exactly what's outstanding and what you cleared.
- Urgent and routine competing — Jobs are prioritised by safety and impact, so the right work gets done first.
- Unclear ownership — Each work order has an owner, a location and a status, so accountability is obvious.
What's deployed
- Work Order Management — Standard intake, assignment and close-out for every job.
- Workforce Coordination — The right work to the right person, with a shared schedule.
- Asset Management — Work tied to the asset and location it belongs to.
How the work flows
From a request anyone can raise to a backlog the whole team can see.
For the first time we can see the whole backlog — and show exactly what we cleared this week.
Learn more
Common questions about Getting a facilities work-order backlog under control.
Quick answers on what the suite covers, how offline sync works, integrations, security and rollout — and where to go next.
- What is Handhaaf? — Handhaaf is a connected operations platform for industrial teams — asset management, condition monitoring, work orders, inventory and predictive analytics in one suite. Each app (VOORSPEL®, KOLLIG®, BESKIKBAAR®, WERKSMAG®, VOORSIENING®, STOLO® and HAAFEXCHANGE®) covers a part of the operation and they all share the same data.
- Which apps are included in the suite? — The core suite covers prediction & analytics (VOORSPEL®), condition monitoring (KOLLIG®), equipment effectiveness (BESKIKBAAR®), workforce & work management (WERKSMAG®) and supply & inventory (VOORSIENING®) — plus STOLO®, the app hub where you can install add-ons like Repeat Jobs, Bookings and ESKIA® (learning & development).
- Does Handhaaf work offline or in low-connectivity sites? — Yes. The apps are local-first: technicians can create work orders, complete inspections and capture photos with no signal at all. Changes queue locally and sync to the workspace automatically when connectivity returns.
- Can Handhaaf connect to our ERP or accounting system? — The Integrations catalogue covers ERP and accounting systems (SAP, Dynamics 365, NetSuite, QuickBooks, Sage, Xero), cloud platforms (AWS, Azure, Google Cloud) and productivity tools (Microsoft 365, Google Workspace, Slack) — syncing items like suppliers, purchase orders, assets and schedules.
- How does the purchase-to-stock workflow work? — Low stock, a forecasted failure or a technician's part request on a work order can raise a purchase request. Once approved it becomes a purchase order; when the goods are received, stock levels update and the requester is notified — the technician sees the part arrive without chasing the storeroom.
- Is our operational data secure? — Workspace data is partitioned per organization and tenant-scoped end to end. Access is role-based (viewer, member, admin, owner), credentials for third-party integrations are stored server-side and never shown again, and audit logging records activity across the workspace.
- How long does implementation take? — Most teams are capturing work within days: import your asset register, set locations and teams, and connect sensors where needed. Industry templates and the app catalog let you roll out capability by capability instead of a big-bang rollout.
- Do we need sensors to benefit, or can we start without hardware? — You can start with the CMMS layer — work orders, assets, inventory and schedules — with no hardware at all. Condition-monitoring sensors add live telemetry and prediction on top when you're ready.
- Can we migrate from our current CMMS or spreadsheets? — Yes. Asset registers, parts catalogues and maintenance plans can be imported, and integrations can keep ERP-side records in sync during transition. Our team can help structure the migration in a demo or onboarding session.
- How is pricing structured? — Pricing is tailored to your operation — the assets you monitor, the apps you use and the hardware you deploy. Use the pricing page's estimator for a ballpark, or book a demo for a tailored quote.
- What support is available after rollout? — The Help Center covers setup guides and how-tos, Handhaaf Academy offers structured courses for your team, and customers get in-app messaging and direct support channels for issues that need a human.
- Can external contractors or customers get limited access? — Yes — external users can be invited with scoped viewer or member roles, with optional expiry dates, so contractors and customers see only what they need.
Drowning in requests?
Let's map Handhaaf to your buildings.