Facility Management
The Best Facilities Maintenance Software: Comparison Guide
MaintainX Editorial Team
Dec 8, 2025
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Overview
Turn emails into work orders or work requests in MaintainX and track progress from beginning to end.
Self-serve integration via Zapier, or custom-built by your IT/development team.
Key features
- Automatically create MaintainX work orders or work requests from new or labeled Gmail messages.
- Use Gmail labels or searches to control which emails become maintenance work—no more copy/paste from the inbox.
- Map email subjects, bodies, and attachments to work order fields and comments.
How it works
1. Get started with Zapier
Zapier is a no-code automation tool that connects apps and automates workflows. Alternatively, your IT/development resource can reference MaintainX's API documentation and build the integration for you.
2. Set up your Zaps
Browse the workflows supported by Zapier and follow the instructions to connect Gmail and MaintainX.
3. Streamline maintenance requests
Improve communication across teams and keep your operations running smoothly.
Requirements
- Must have a Zapier plan.
- Must have Gmail as your email platform/service.
- Must have MaintainX's Premium or Enterprise Plan.
Note: Depending on the kind of automation you want to set up, you might need a paid Zapier plan.
FAQs
Can we review/assess the maintenance request after it is submitted by email?
Yes, you can review and approve or decline the request in MaintainX. If the request is approved, you can assign it to a team or a specific technician and monitor the progress from start to finish. You can also adjust the priority level as needed.
Can I automatically route these requests to a specific team in MaintainX?
Yes, MaintainX’s Request Routing feature improves response times by allowing requests to be assigned to specific teams. You can learn more about this feature here.
Does every requester need a MaintainX account in order to submit a maintenance request through Gmail?
No, requesters do not need a MaintainX account. They only need access to Gmail.
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Submit maintenance requests with Gmail
Turn emails into MaintainX work orders or work requests for seamless maintenance management.
Managed by:
Zapier
Links:
Available Workflows
Connect MaintainX to Zapier
API Documentation
Contact Support
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