Facilities Work Orders: A Dispatch Week With No Stale Visits or Double-Booked Slots

Work orders, vendor slots and buildings with their own access rules

A facilities desk allocates every open work order to a vendor and a visit slot. The vendor has to cover the trade and the building, the slot has to fit the vendor's capacity that day, and the visit has to respect the building's access rules: a loading dock open only before ten, a residential tower that needs a day's notice, a lab floor that needs an escort. Then the field reports start coming back.

Work orders are ClickUp items, buildings and vendors are records in Attio, and each vendor visit is a Google Calendar event. The allocation policy is a document in Drive, tenants and owners write by email, and vendors post in Slack. When a visit is canceled or an order is re-triaged, the calendar event and the vendor slot have to be freed in the same change, or the next allocation books two orders into one slot.

Who works in the room

On the facilities desk, Ryan is the default agent: new orders and questions about vendors or slots go to Ryan unless someone mentions another agent. Fin checks the dispatch sheet and every re-allocation against the calendar, and Nova owns the tenant and owner threads. When a field report clears an order, Ryan proposes the change, mentions Fin to check the slot, and hands the reply to Nova once the coordinator approves. Ryan writes to ClickUp and the vendor calendar through a lasting grant the facilities manager approved for this room, and an automation opens the week's thread every Monday at 7:00.

A dispatch week, Monday to Friday

The allocation policy is in Drive and its section order is in the room guidelines. Every step changes ClickUp, the calendar or an inbox, so every step stops at the coordinator.

When a visit is canceled, re-triaged or blocked at the door

On Wednesday a building owner cancels an elevator inspection. Ryan proposes canceling the order, removing its Thursday visit and returning the slot to the vendor's day, then checks which waiting orders could use it. A failed visit, where the technician could not get in, goes back to open with its reason, and the next allocation respects the building's access rule. Nova drafts one reply on the owner's thread confirming the cancellation and one on the tenant's thread with the current status of their order.

On Thursday a re-triage memo moves two orders from routine to urgent, and one building changes its access hours. Ryan re-runs every order those changes touch, and Fin checks each proposed slot against the vendor's calendar before the coordinator sees it. Three orders that are not reported until Friday stay out of every earlier run and are allocated on Friday into the slots that remain.

What the checks catch

• A canceled order whose visit is still on the vendor's calendar
• Two orders allocated to the same vendor slot after a chain of re-allocations
• An order whose blocking reason has cleared but which is still sitting in open
• A visit booked outside a building's new access hours
• Friday's orders pulled into an earlier allocation before they were reported

What stays with people

• Approving every allocation, cancellation and new visit before ClickUp or the calendar changes
• Sending every reply to a tenant, owner or vendor, which Nova prepares as a Gmail draft
• Deciding which order gets a slot when two urgent orders compete for the last one
• Signing the weekly compliance assessment and close-out

Integrations in this workflow

Kylon is not a maintenance management system and it does not replace one. It works across the tools the facilities desk already has and keeps the coordination between them in one room.

• Attio
• ClickUp
• Gmail
• Google Calendar
• Google Drive
• Slack

• ClickUp holds every work order with status, reason, vendor, date and slot
• Attio holds the building records with access rules and the vendor records with trades and capacity
• Google Calendar carries each vendor site visit
• Gmail carries replies on tenant and owner threads, each one sent by the coordinator
• Google Drive keeps the allocation policy, the field reports and the printed dispatch sheet
• Slack is where vendors and building engineers outside the room post field updates

Where to start

Begin with one portfolio for one week. Connect the ClickUp list that holds your work orders and the Attio objects for buildings and vendors, and make one rule explicit in the room guidelines: a canceled or moved order frees its visit and slot in the same change, and the coordinator approves every change before it is written.

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.