Auto-Close Facilities Ticket
Instantly close work order tickets when facilities teams mark jobs as complete, eliminating manual ticket updates and ensuring accurate service records.
When
Job Status Changed to Complete
Then
Ticket Automatically Closed and Logged
5 hours weekly per team
Time Saved
85% faster ticket resolution
ROI Impact
To automatically close facilities tickets when jobs are complete, connect your maintenance management system to your ticketing platform so that when a job status changes to 'Complete', the corresponding ticket status automatically updates to 'Closed' with timestamp and completion details logged.
How This Automation Works
Job Status Changed to Complete → Ticket Automatically Closed and Logged
Monitor Job Completion Events
The system continuously monitors your maintenance management platform for job status changes, detecting when technicians mark work orders as complete, finished, or resolved.
Retrieve Associated Ticket Details
Upon detecting a completed job, the automation instantly retrieves the corresponding ticket information including ticket number, requester details, job category, and current status from your ticketing system.
Update Ticket Status to Closed
The system automatically changes the ticket status to 'Closed' or 'Resolved', applying the appropriate closure code and ensuring the ticket no longer appears in active work queues.
Log Completion Metadata
All relevant completion data is captured and logged, including completion timestamp, technician information, job duration, resolution notes, and any attachments or photos from the completed work.
Send Closure Notifications
Automated notifications are sent to stakeholders including the original ticket requester, facilities managers, and any other designated recipients, informing them of the completed work with full details.
Update Reporting Dashboards
The closed ticket data flows into your analytics and reporting systems, automatically updating completion metrics, response times, and performance dashboards for accurate facilities management insights.
How It Works
When facilities maintenance work is completed, technicians often forget to close the associated tickets, leading to inaccurate reporting and cluttered work queues. This automation instantly closes facilities tickets the moment a job is marked complete in your maintenance management system. By eliminating the manual step of ticket closure, your facilities team maintains accurate service records, reduces administrative overhead, and ensures work order queues reflect only active tasks. The system updates ticket status, logs completion timestamps, and can notify stakeholders automatically—transforming job completion into a seamless, audit-ready process that improves operational visibility across your facilities organization.
The Trigger
The automation activates when a facilities technician or manager updates a maintenance job status to 'Complete' or 'Finished' in your work order management system. This trigger captures the exact moment work is done, ensuring immediate ticket processing without delays or manual intervention.
The Action
The system immediately updates the corresponding ticket status to 'Closed', records the completion timestamp, logs the technician who completed the work, and optionally sends closure notifications to requesters and facilities managers. All actions occur instantly without requiring manual data entry or status updates.
Common Use Cases in Facilities
- A university facilities department automatically closes 200+ maintenance tickets weekly as technicians complete dorm repairs, eliminating 6 hours of coordinator time previously spent on manual ticket updates
- A corporate office building management team uses auto-closure to maintain accurate SLA compliance reports, ensuring every completed HVAC, electrical, and plumbing job is properly documented and closed within minutes of completion
- A hospital facilities operation closes patient room and equipment maintenance tickets automatically, maintaining sterile environment compliance records and ensuring maintenance logs are always current for regulatory audits
- A retail chain with 50+ locations automatically closes store maintenance tickets across all properties, giving regional managers real-time visibility into completed work and accurate performance metrics for each location
- A manufacturing facility uses automatic ticket closure to track equipment maintenance completion, feeding data into predictive maintenance systems and ensuring accurate downtime records for production planning
Results You Can Expect
Eliminate Manual Ticket Updates
Remove the need for technicians or administrators to manually close tickets after job completion. The system handles status updates instantly, freeing your team from repetitive administrative tasks and allowing them to focus on actual maintenance work.
Maintain Accurate Work Records
Prevent tickets from remaining open indefinitely due to forgotten manual updates. Automated closure ensures every completed job has a properly closed ticket with accurate timestamps and completion data for compliance and historical records.
Improve Queue Management
Keep active work order queues showing only current, unfinished tasks. Automatic ticket closure prevents queue clutter, making it easier for dispatchers and managers to prioritize genuinely open work and allocate resources effectively.
Enhance Reporting Accuracy
Generate reliable facilities management reports with accurate completion rates, resolution times, and technician performance metrics. Automated data capture eliminates reporting discrepancies caused by delayed or missed manual updates.
Boost Requester Satisfaction
Automatically inform ticket requesters when their issues are resolved, demonstrating responsive service and professional communication. Immediate closure notifications improve perceived service quality and reduce follow-up inquiries about ticket status.
Reduce Administrative Overhead
Eliminate the time facilities coordinators spend manually reviewing completed jobs and closing tickets. This automation handles ticket closure at scale, allowing administrative staff to focus on higher-value tasks like planning and vendor management.
Frequently Asked Questions About This Automation
Most systems allow ticket reopening if needed. You can configure the automation to require manager approval before final closure, or set a brief delay (like 5 minutes) before auto-closure to allow for corrections. The automation can also be configured to only close tickets after additional verification steps.
Set Up Status-Triggered Ticket Closure in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
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