How to create an internal request form for IT or facilities

Manage internal support efficiently with one smart form

In this guide, you’ll create an internal request form that lets employees submit IT or facility issues, automatically routes requests to the right team, and tracks progress until resolution. Perfect for streamlining office maintenance, equipment requests, and tech support tickets.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your internal request form

Start from your workspace and click + New → Form. You can start from scratch or choose the Anonymous requests form template from the Template gallery.

Or use Magic Create, describe what you need:

“An internal request form for IT and facilities that assigns issues to the right department automatically and tracks progress.”

Why this matters: a structured form ensures requests go to the right place and nothing gets lost.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add essential request and employee fields

Include the details needed to categorize and resolve issues quickly:

• Employee name and email
  
  
• Department or location
  
  
• Request type (IT support, Facility repair, Access request, Equipment setup)
  
  
• Description of the issue (long text)
  
  
• Priority level (Low, Medium, High)
  
  
• Attachment upload (for screenshots or photos)
  
  
• Request status (Admin-only field: New → In progress → Resolved → Closed)
  
  

💡 Tip: add tooltips or placeholders like “Describe what needs fixing or what device is affected.”
📘 Learn more: Form editor and field types

Step 3 — Add conditional logic to route requests

Go to Settings → Advanced logic and define automated routing rules.

Examples:

• If Request type = IT Support → Notify IT Department.
  
  
• If Request type = Facilities → Notify Maintenance Team.
  
  
• If Priority = High → Alert Admin immediately.
  
  

💡 Pro tip: include an “Assigned team” admin-only to store who’s responsible for each request.
📘 Learn more: How to add advanced logic to your form

Step 4 — Automate notifications for faster response

Open Settings → Advanced logic or Notify tab to set up automatic emails:

• To requester: confirm submission with a tracking number (e.g., REQ-@response_id).
  
  
• To IT or Facilities team: new request alert with full details.
  
  
• To requester: update emails when the status changes to Resolved or Closed.
  
  

Use field IDs like @name, @request_type, and @status for personalized messages.
📘 Learn more: How to send and receive conditional email notifications

Step 5 — Add on-update logic for real-time tracking

Use on-update logic so the system reacts when team members update the record.

Examples:

• If Status = In progress → Send update email to employee.
  
  
• If Status = Resolved → Auto-send resolution summary.
  
  
• If Status = Rejected → Notify requester with notes field included.
  
  

📘 Learn more: What is on-update logic and how it works

Step 6 — Build your request management dashboard

Open your Results → Responses tab to visualize incoming requests:

• Table view: filter by team, location, or request type.
  
  
• Kanban view: group by status (New, In progress, Resolved, Closed).
  
  
• Charts: analyze request volume by department or month.
  
  

📘 Learn more: How to create a Kanban board

Step 7 — Create a support portal for teams

From your workspace, create a Portal to build a shared Support Portal.

Add pages like:

• Submit a new request (form view)
  
  
• My requests (filtered by logged-in user)
  
  
• Team dashboard (IT or Facilities view)
  
  

Set visibility so employees only see their own submissions, while team leads see all.
📘 Learn more: How to create a portal and manage users’ access

Step 8 — Auto-generate request summaries or reports

Create a custom PDF template to summarize each request automatically:

• Requester info
  
  
• Issue details and priority
  
  
• Assigned team and status
  
  
• Date of resolution and comments
  
  

Attach these PDFs to confirmation or completion emails automatically.
📘 Learn more: How to generate custom PDFs using templates

Step 9 — Use AI to analyze request trends

Activate AI Analyze to spot recurring problems or efficiency gaps:

• “Top 3 recurring IT issues this month.”
  
  
• “Average response time by department.”
  
  
• “Most common facility requests by building.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add a priority-based workflow (auto-assign high-priority issues to senior techs).
  
  
• Connect to Google Sheets for backup or reporting.
  
  
• Add linked rows to connect requests to asset databases or employee directories.
  📘 Learn more: How to connect forms with automatic data transfer
  
  

Example scenario

An employee reports that their monitor stopped working. The form auto-tags it as IT Support → Hardware, alerts the IT team, and marks it In progress. When resolved, Formaloo sends an update email with notes. HR can view all active tickets in the team’s support portal dashboard.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I manage both IT and Facilities requests in one form?
   Yes, use conditional logic to separate workflows and route to different teams.
2. Can I allow employees to update their own requests?
   Absolutely, enable edit access or use a portal with login access.
   📘 Learn more: How to let users view and edit their own data in your portal
3. Can I assign requests to multiple reviewers?
   Yes, use multi-step approval or on-update logic to involve multiple team members.

Your internal support system is live, streamline every request

You’ve built an automated internal request system that routes, tracks, and resolves employee issues efficiently. Keep refining it with dashboards, portals, and AI analytics to make IT and facilities management effortless.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated October 2025

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