[TEMPLATE] How to Create a Maintenance Request Form in WordPress

Are you looking for a quick and easy way to let your tenants put in an online work order for their apartment or other rental? You can easily set up an online form with a maintenance request template that lets you accept online maintenance requests and even automatically email your maintenance person.

In this step-by-step guide, we’ll walk you through exactly how to create a maintenance request form in WordPress.

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How to Create a Maintenance Request Form in WordPress

Let’s take a look at exactly how to create a maintenance request form in WordPress with the WPForms plugin.

Step 1: Create a Maintenance Request Form in WordPress

The first thing you’ll need to do if you’re wondering how to make a maintenance request form online is install and activate the WPForms plugin.

For detailed instructions, see our step-by-step guide on how to install a WordPress plugin.

WPForms is the best WordPress Form Builder plugin. Get it for free!

Among its many powerful features, WPForms works great as a maintenance request WordPress plugin. It includes a pre-built maintenance request form template, as well as tons of other industry-specific templates for creating customized forms for your site.

This saves you a lot of time since you won’t have to start from scratch or manually add fields to a simple contact form.

Next, go to WPForms » Add New to create a new form.

On the setup screen, name your form and scroll down to the bottom of the templates screen where it says Additional Templates.

Type “maintenance” into the search bar to find relevant templates. There are 2 options here you might want to consider. Here’s a quick comparison of what each includes:

Maintenance Request Form Tenant Maintenance Request Form
Name Name of lead tenant
Phone Email
Email Phone
Property Address Address of rental property
Priority Level Type of maintenance
Problem Type Is this an urgent problem?
Problem Location Please describe the problem
Please describe the issue When can we visit to rectify the problem?
Does our maintenance team have permission to enter your residence without you present? Please provide an alternative date
Do you have any pets? Please check if you’d like to authorize us to enter if nobody is at home

Keep in mind that you can completely customize any template in the form builder to meet your needs.

Click on Use Template for the template you want to use and WPForms will automatically create a maintenance request form for you.

Choosing the Maintenance Request Form template

For our example, we’ll be using the Maintenance Request Form template.

Step 2: Customize Your Maintenance Request Form

WPForms makes customizing forms easy to do.

Each maintenance request template already includes basic questions like contact information, but you can ask for more info if you need it. You can add additional form fields to your apartment maintenance request form by simply dragging them from the left-hand panel to the right-hand preview area.

Customizing the Maintenance Request Form template

Here are a few ideas of additional form fields you might want to add:

  • Entry Instructions— Add a Multiple Choice, Checkboxes, or Single Line Text field to have people provide more details on how to access their place.
  • Issue Start Date — Add a Single Line Text field and let people enter when the issue started. If you want, create an input mask so people can easily enter a date.
  • Emergency — Add a Multiple Choice field asking people if the request is an emergency, and if they click yes, automatically display text with a number to call or other info using conditional logic (more on this in Step 3).

Also, you have the option to create a multi-step form to make your form appear less cluttered as well!

Plus, you can also ask for things like pictures so your team knows exactly what is broken and where in the unit.

This can easily be done by adding a File Upload field to your form. Just drag it from the left-hand panel onto your form, in the spot that you’d like it to appear.

Adding a File Upload field to your maintenance request form

Once it’s on your form, click on the File Upload field to customize it and do the following:

  • Change the label so people know what to upload
  • Add a description with instructions if needed
  • Specify the types of file extensions you’ll allow people to upload
  • Enter a maximum file size if you want to restrict the size to be smaller than the default of 128MB
  • Change the default maximum file number of file uploads from 1  if you want to allow for more files per field
  • Enable the Required setting if everyone must upload a file

Customizing the File Upload field options

Under the Advanced section, toggle on the option labeled Store file in WordPress Media Library for easy access to the files your tenants upload to their forms.

Setting a File Upload field to store uploads in your site's Media Library

Want to have an upload button instead of the Modern drag and drop style file uploader? You can read Step 2 in this post on how to switch to the Classic style for your upload field.

When you’re done customizing your form, click Save.

Step 3: Enable Conditional Logic

Having a long maintenance request form is not ideal. To fight form fatigue, create clutter free forms, and still gather the information you need from people, you should enable smart conditional logic on your WordPress form.

And it’s super easy to do!

In our example, we’ll ask people filling out the form if they have any pets. If they select yes, a box will appear asking for more details. Pretty cool, right?

So to set this question up, head to the Multiple Choice form field that already asks about pets. Then, click on it to open its field options.

Here you can change the label and add the choices you want people to pick from, if you need to. Under Advanced you can change the Choice Layout to two columns if you’d like.

Customizing the field options for a Multiple Choice field in a maintenance request form

Next, under Add Fields, drag a Single Line Text form field directly underneath the pet question on your form. Once you’ve done that, click on the field to make changes.

Start by changing the field label. In our example, we’ll ask “Please describe your pet(s).”

Editing the label for a Single Line Text field in a maintenance request form

Now here’s where the magic happens. To enable conditional logic, click on the Smart Logic tab in the field options panel. Then, toggle on the setting labeled Enable Conditional Logic.

Enabling conditional logic

Next, customize the conditions. Select Show this field if Do you have any pets? is Yes.

Creating a conditional logic rule for a field in your maintenance request form

Now, whenever someone filling out your WordPress form selects the multiple choice option “Yes” when answering the question “Do you have any pets?” the Single Line Text field will appear so they can enter more details about their little friend.

Check it out:

Conditional logic in a maintenance request form

When you’re done, click Save.

Step 4: Configure Your Form Settings

To start, go to Settings » General.

Accessing a form's general settings

Here you can configure the following:

  • Form Name — Change the name of your form here if you’d like.
  • Form Description — Give your form a description.
  • Tags — Organize your forms using tags.
  • Submit Button Text — Customize the copy on the submit button.
  • Submit Button Processing Text — Change the text that shows while your form is submitting.

Under the Advanced section, you can also configure the following:

  • CSS Classes — Add custom CSS to your form or submit button.
  • Enable Prefill by URL — Automatically fill some fields using a custom URL.
  • Enable AJAX form submission — Enable AJAX settings with no page reload.
  • Disable storing entry information in WordPress — You can disable the storing of entry information and user details, such as IP addresses and user agents, in an effort to comply with GDPR requirements. Check out our step-by-step instructions on how to add a GDPR agreement field to your simple contact form.

Once you’re done with these options, you can move on to the Spam Protection and Security settings.

Opening the form spam and security settings

The options here include:

  • Enable anti-spam protection — Stop contact form spam with the WPForms anti-spam token. The anti-spam setting is automatically turned on for all new forms.
  • Enable Akismet anti-spam protection — If you use the Akismet plugin to block spam on your site, you can connect it to your form.
  • Enable country filter — Prevent submissions from certain countries.
  • Enable keyword filter — Block entries that include specific words or phrases.

You can also set up your preferred CAPTCHA. For more anti-spam tips, check out our guide to preventing contact form spam.

When you’re done, click Save.

Step 5: Customize Your Maintenance Request Form’s Notifications

Notifications are a great way to send an email whenever a work order is submitted on your website.

Accessing a form's notifications settings

In fact, unless you disable this feature, whenever someone submits a maintenance request form on your site, you’ll get a notification about it.

If you use Smart Tags, you can also send a notification to the user when they fill this out, letting them know you received their work order and someone will be in contact shortly. This assures people their request has gone through properly.

For help with this step, check out our documentation on how to set up form notifications in WordPress.

And if you want to keep branding across your emails consistent, you can check out this guide on adding a custom header to your email template.

An email notification with a custom header image

Note: Want to include any uploaded files as attachments on your email notification? WPForms lets you include a link to uploaded files, or add them as attachments by turning on the Enable File Upload Attachments setting.

Enabling file upload attachments for an email notification

Notifications are a great way to send work order requests to your maintenance team to make sure they jump on things quickly!

Step 6: Configure Your Form’s Confirmations

Form confirmations are messages that display to site visitors once they submit a work order request on your website. They let people know that their maintenance request has gone through and offer you the chance to let them know what the next steps are.

WPForms has 3 confirmation types to choose from:

  1. Message — This is the default confirmation type in WPForms. When a site visitor submits a work order request, a simple message confirmation will appear letting them know their request was processed. Check out some great success messages to help boost user happiness.
  2. Show Page — This confirmation type will take site visitors to a specific web page on your site thanking them for submitting. For help doing this, check out our tutorial on redirecting customers to a thank you page. In addition, be sure to read our article on creating effective Thank You pages.
  3. Go to URL (Redirect) — This option is for when you want to send site visitors to a different website.

Let’s see how to set up a simple form confirmation in WPForms so you can customize the message site visitors will see when they fill out your form.

To start, click on the Confirmations tab under Settings.

Next, select the type of confirmation you’d like to create. For this example, we’ll select Message.

Customizing the confirmation message for a maintenance request form

Then, customize the confirmation message to your liking and click Save.

For help with other confirmation types, see our documentation on setting up form confirmations.

Now you’re ready to add your maintenance request form to your website.

Step 7: Add Your Maintenance Request Form to Your Website

After you’ve created your maintenance request form, you need to add it to your WordPress website. WPForms allows you to add your forms to many locations on your website, including your blog posts, pages, and even sidebar widgets.

Let’s take a look at the most common placement option: page or post embedding.

To begin, create a new page or post in WordPress, or open an existing one in the editor.

After that, click on the plus (+) button to add a new block and select WPForms. If you don’t see it right away, you can search for it.

Adding a WPForms block to a page

Then click on the WPForms dropdown and select your maintenance request form to insert it into your page.

Selecting your maintenance request form from the WPForms block

Then, publish or update your post or page so your maintenance request form will appear on your website.

Publishing your maintenance request form

To view form entries after they’ve been submitted, check out this complete guide to form entries. For example, you can view, search for, filter, print, and delete any maintenance request form entries, making the work order process that much easier. In addition, you can use our Zapier addon to automatically save file uploads to cloud services like Google Drive and Dropbox.

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Next, Create a WordPress Popup Form

And there you have it! You now know how to create an online maintenance request form in WordPress using the WPForms plugin so you can easily get work orders from your tenants!

Looking to get your tenant’s attention while they’re on your maintenance request form page? Take a peek at our post on the best WordPress popup plugins.

So what are you waiting for? Get started with the most powerful WordPress forms plugin today.

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