What to ask for in a facility service record
| Record | What it should help you understand |
|---|---|
| Work orders | The requested scope, current recorded status, responsible contact, and any open follow-up. |
| Inspections | What was inspected, when, findings, and corrective items recorded for the visit. |
| Issues | The reported concern, priority, assigned follow-up, and updates made by the team. |
| Closeout | Completed scope, documented exceptions, relevant photos, and any final approval required. |
How to discuss Oasis Portal access
See the Oasis client Portal overview for a sample view and account setup details.
Oasis uses the OTS Portal to organize operational information. During scope review, ask which client views, reports, locations, and users can be set up for your account. Availability depends on account configuration and the written service plan; a feature shown in a demonstration is not a promise that every account includes it.
Confirm onboarding steps and any applicable terms in the proposal. This guide does not establish a universal fee, setup time, or activation date.
Read recorded status in context
A dashboard reflects information that has been recorded. It is not a guarantee of continuous live tracking. A work order marked complete and a final approved closeout may be different steps. Confirm how your account records completion, exceptions, and final approval before treating a status as acceptance of the work.
Photos and inspections need context
Useful photos are tied to the relevant job and scope. They should avoid people, private documents, security information, and other sensitive details. Agree which work requires photographs, who can view them, and when records are shared. Do not assume that every visit has before, during, and after images.
An inspection score needs its checklist, scope, date, and open findings to be useful. Compare equivalent inspections and follow the corrective items rather than relying on a percentage alone.
Keep employee location separate from client reporting
Attendance or location information used internally does not automatically belong in a client view. Confirm whether any attendance evidence is available and appropriate for the account. Location alone does not prove that the full contracted task list was completed.
Agree on issue handling before the first visit
Define the contact for routine requests, what needs escalation, and the response targets in the service agreement. Submitting an issue is not confirmation that a crew has been dispatched. For an immediate threat to people or property, follow the facility’s emergency procedure and contact emergency services when appropriate; do not wait for a Portal reply.
Request a demonstration with sample information
Ask to see a demonstration using sample data. Review the views your team needs, the service locations to include, access responsibilities, report availability, and the closeout process. The goal is a reporting plan your property team can actually use.
Start with your janitorial program or facility repair scope, then align reporting to the agreed work.
Common questions
Does every contract include every Portal feature?
No universal feature package is established by this guide. Confirm account access, features, reports, and applicable terms in your service plan.
Are work orders and photos live at all times?
Views reflect information recorded in the system. Availability and update timing depend on the workflow, account configuration, and what has been documented.
Can we still call or email?
Agree on the appropriate contact and reporting channels during onboarding. Routine requests and urgent escalation should have clear paths.
Is a closed work order the same as final acceptance?
Confirm the workflow for your account. Completion status and final closeout approval may be separate steps, especially when exceptions or follow-up items remain.