Maintenance Requests use case

Let customers report broken equipment with a QR code

Your customers, members, guests and tenants often see broken equipment before your staff do. A QR label on the machine lets them report it in a few taps from their own phone, with no app and no account, and the request lands with the machine and location already attached.

At a glance

  • Plan: Operations plan, $59 per location per month
  • Trial: 14 days free on your first paid plan
  • Reporting: Anyone scans a label with their phone camera. No app, no account.
  • Results: Reported per location, so sites can be compared fairly
  • Users: Unlimited equipment and technicians
The problem

Why this is hard today

Customers tell no one

Finding a staff member to report a broken machine is effort. Many people just walk away, and the next customer finds it broken too.

Or they tell everyone

A customer with no easy way to report a fault may mention it in a public review instead.

Verbal reports lose the detail

By the time a comment at the counter reaches maintenance, nobody remembers which machine it was.

How it works

How customer-reported equipment issues works with KudoTaps

1

A label on the machine

Each machine carries its own numbered QR label, so the customer does not have to describe where it is.

2

The customer scans

Their phone camera opens a page that says "Report a problem with [machine] at [location]".

3

They say what is wrong

Out of order, Needs cleaning, Damaged, Safety issue or Something else, plus an optional description and up to 2 photos.

4

Your team gets it

The request appears in your dashboard and the location and owner get an email.

What you get

What you get

✓

No app, no account

A web page opens from the phone camera. Nothing to download and nothing to sign up for.

✓

Anonymous unless you ask

Each location decides whether to show an optional contact field.

✓

A Safety issue option

Safety reports are labelled as such from the start, so they are easy to spot in the queue.

✓

Photos from the customer

Up to 2 photos per report show the technician exactly what the customer saw.

✓

Protection against repeat spam

Repeat reports are rate limited.

✓

Staff use the same labels

Employees report the same way, and staff can also raise requests from the dashboard.

Frequently asked questions

What does the customer see after scanning?

A short page naming the machine and the location, five problem types to choose from, an optional description, an optional contact field if the location has turned it on, and the option to add up to 2 photos.

Does it work on iPhone and Android?

Yes. It opens in any phone browser from the camera. No app is needed.

Can customers stay anonymous?

Yes. The contact field only appears if the location turns it on, and even then it is optional.

Will the customer be told when it is fixed?

Yes, if they left an email address on the report form. When the request is resolved as Fixed, Cleaned or Replaced, they get an automatic email saying so. Each location chooses whether to show that field. Other outcomes, such as No fault found, send nothing, and there are no text messages.

Is this the same as a customer feedback survey?

No. This is for faults on a specific machine. For questions like "How clean was the restroom?" use a Satisfaction Check campaign on the Marketing plan.

What if someone reports something that is not broken?

The technician resolves it as No fault found or Not a real fault, and the activity log keeps the record.

Run it at every location

Set up customer-reported equipment issues at one location, run it for two weeks, and see what the numbers tell you. See how maintenance requests work or talk to us about 10+ locations.