How a job moves through CAFM Cloud

From a reported issue or scheduled maintenance, through the work itself, to a signed-off, closed job.

Every job in CAFM Cloud — whether someone reported it or it was created by a maintenance schedule — moves through the same process, with the same rules applied every time.

Where a job comes from

  1. Someone reports an issue through the Helpdesk, or scheduled maintenance comes due automatically — either way, it's logged as a service request.
  2. A supervisor assigns it to a technician, turning it into a work order that shows up in that technician's job list. If a technician is already lined up (for example, from a maintenance plan), it goes straight to them.

Doing the work

A technician opens their assigned job and works through it:

  • Accept the job (or decline it, sending it back to be reassigned)
  • Start work once they're on site
  • Pause if they're waiting on parts — the job stays visible as "waiting on parts" rather than disappearing from view, and picks back up as soon as parts arrive (see Scheduled maintenance & parts)
  • Complete the job, recording what was done

Review and sign-off

Once a technician marks a job complete, it's submitted for review — technicians can't close their own work. A supervisor:

  • Approves it, closing the job, or
  • Sends it back if something needs to be redone, with the job returning to "in progress" for the technician to finish properly
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This review step is what makes CAFM Cloud's history trustworthy — a closed job always means a supervisor actually checked it.

What every job is guaranteed

No matter how a job started or who's working it:

  • A unique reference number, assigned automatically the moment it's created — nothing lost, nothing duplicated
  • An expected response time, based on priority, so late jobs are visible before they become a bigger problem
  • A required review, every time, before anything is marked closed
  • An automatic history entry — closing a job adds it straight to that asset's maintenance history, with no separate logging step

Example: a reported issue

Here's the whole flow in action, from a real-world report to a closed job.

  1. A tenant tells the front desk the air conditioning in Conference Room B isn't cooling. It's logged as an issue, which becomes a service request.
  2. The facilities supervisor assigns it to Ahmed, an HVAC technician. It's now a work order, "assigned," in Ahmed's job list.
  3. Ahmed accepts the job and starts work once he's on site.
  4. He finds the compressor's capacitor needs replacing, but doesn't have one on hand. He pauses the job — it's now "waiting on parts" — and requests one.
  5. The part is in stock, so it's approved and issued immediately. Ahmed's job automatically becomes available to resume.
  6. Ahmed resumes, replaces the part, tests the unit, and marks the job complete.
  7. His supervisor reviews the work and approves it. The job closes, and it's automatically added to that AC unit's maintenance history.

Example: scheduled maintenance

Not every job starts with a complaint. Say a rooftop AC unit is on a quarterly filter-replacement schedule:

  1. The schedule comes due. CAFM Cloud creates the job automatically and assigns it straight to the technician who normally handles that unit — no one has to notice or remember.
  2. The technician sees it on their list exactly like any other job, accepts it, and replaces the filter.
  3. They mark it complete, their supervisor reviews and approves it, and it closes — added to the unit's maintenance history alongside every other job it's ever had.
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Notice both examples end the same way: reviewed, approved, and logged. Where a job starts never changes how it's handled.

What to do next

What to do next