Submit a Facilities Work Order
The Facilities Management administrative staff will review new work requests and assign them to our most relevant team of craftspersons.
Access information on creating an Archibus account, chargeable requests and cost recovery services.
What type of request do I submit?
Archibus is the platform that UBC Okanagan staff and faculty may use to create work requests for the Facilities Management department. However, Archibus is not used for custodial requests.
If you want to request that would require a craftsperson, electrician or trades employee, submit a facilities request.
If you want to request a room cleaning, replenishment of supplies or clean up a spill, submit a custodial request.
How to submit a work request
Create an Archibus account
New UBC Okanagan staff and faculty can register for an Archibus account using their CWL credentials. To register for an account, please visit the Archibus Account Request form.
Accounts are typically created within 24-48 hours and users will receive notification once their account is ready to use.
We are unable to create Archibus accounts for students or visitors. Please email facilities.ok@ubc.ca with general maintenance concerns.
Student clubs and associations should follow Students’ Union Okanagan procedures to request event setups.
Requests for residence buildings
Facilities Management does not handle maintenance or setup requests in Residence buildings. Please contact Student Housing and Community Services for service requests in these buildings.
Follow the submission guide
For guidance and tips on creating an Archibus work request, follow the How to Submit a Work Request guide.
Notes regarding the Archibus system
- If you are working from a remote location then you must be connected to the UBC VPN
- If you are working on campus via laptop then you must be connected to the ubcsecure wireless network or the UBC VPN
- Work requests cannot be assigned to multiple teams so users should consider dividing multi-faceted requests into multiple smaller requests
- If you would like to modify an existing work request, follow the How to Add Updates to a Work Request guide.
- If you would like guidance or consultation before creating your request, email us at facilities.ok@ubc.ca
Chargeable Work Requests
Work performed by Facilities Management may be chargeable. Faculty and staff are welcome to submit a work request in Archibus using the “Estimate” category prior to any requested work being performed.
It should be noted that there are situations where a third-party contractor may need to perform the requested task, therefore third party rates would apply.
Troubleshooting tips
If you issues with logging in or submitting Archibus requests (e.g. continuous loading screens), taking the below steps resolves most issues for most users with existing Archibus accounts.
Facilities Management will distribute a project notice if an extended Archibus outage is expected. Please check your email or News and Updates.
- Ensure you are connected to the UBC VPN.
- If you are on campus, ensure you are connected to the UBC Secure wireless network.
- Clear your web browser cookies. The following external links outline how to clear cookies in a number of popular web browsers: Google Chrome, Microsoft Edge, and Apple Safari. Please ensure that “all time” is selected as the time range when clearing cookies.
- Alternately, try using your browser’s incognito/private mode. This can usually be activated by pressing Ctrl +Shift + N (Windows) or Command + Shift + N (Mac).
- Ensure you have completed all required fields before submitting. If unsure, consult the How to Submit a Work Request guide.
If you encounter any bugs or error messages that are not resolved by the above, please take a full screenshot and email it to facilities.ok@ubc.ca along with an explanation of how and when the error occurred.