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O&M introduces Maintenance Direct work order system

Filed in Archive by on April 6, 2018

a wrench, with arms and legs, in full sprint

The Bethlehem Central School District’s Operations & Maintenance Department is pleased to introduce Maintenance Direct, the department’s new web-based work order system hosted by School Dude. Maintenance Direct is an easy-to-use tool allowing faculty and staff to submit requests to repair, install, or replace building-related needs with just a few clicks. The system is intended to help the O&M Department in its mission to provide a safe and welcoming environment for district students. It will offer a more effective way to manage work orders from request to completion.

Maintenance Direct is to be used for O&M work requests only. For technology related work requests, please continue to use the BETS System. If you have an emergency, please contact O&M immediately by phone. 

Maintenance Direct has many features that simplify the work order request process. Requests made through the Maintenance Direct program are sent in real-time to O & M for approval and assignment to the appropriate technician. The new system delivers direct communication via email and provides measurable progress and tracking of work orders.  

The department’s goal is to phase out the existing email work order process by June 1, 2018 and use Maintenance Direct exclusively after that date. Pre-existing work orders have already been input into the new system by O&M staff. 

Questions? If you need help or have any questions please contact Nick Insognia at 518-439-2123 x30912 or email  ninsognia@bethlehemschools.org

Get started by creating an account


  1. Go to www.myschoolbuilding.com. You may want to bookmark the page or create a shortcut on your desktop for easy access the next time you log in.
  2. This is where you will register or log in. If you have registered previously, enter your email address and password. If you are a first-time user, click the black arrow next to “Register Here!” above the red arrow below.

screenshot of log in

3. Enter the BCSD account number 669099607 in the Account Number box. Complete the rest of the registration form that includes your email and creation of a personal user password and press Register*Remember your password*

screenshot of log in

Submit a Work Order


Important information for generating a work order:

  • BCSD Maintenance Direct Account Number: 669099607
  • BCSD Work Order Submittal Password:  bcsd
    This is not the same as the user password you will create to log in. The district password is used only when submitting a work order.

Step 1:  This information will already be filled in with your information from the email address that you entered at the sign in screen.

Step 2:  Select the LOCATION using the drop-down arrow to highlight the location of the building that you want the work to be done (i.e. Bethlehem High School).  Follow the same step for selecting the AREA of the building (i.e. 1st Floor, Cafeteria, etc.)  Also be sure to enter an AREA/ROOM NUMBER (i.e. Room E104, Gym A, Library, etc.)

SCREENSHOT EXAMPLE – STEPS 1 & 2

work order screenshot

Step 3A:  Select an icon that best indicates the type of system that there is an issue with (i.e. for a broken outlet, select Electrical) and click on it. If you are not sure, select General Maintenance.

SCREENSHOT EXAMPLE – STEP 3A 

screenshot of work order

Step 3B: Once you have clicked on the type of problem, the selected type of problem will have OK next to it. 

SCREENSHOT EXAMPLE – STEP 3B 

Step 4:   Type in a description of the problem or your work requested. Please be as specific as possible. If a work order is time sensitive and something needs to be completed by a specific date/time, indicate that date/time in the work order description field. For example, a work order request would state:  “Please pick up 4 Science Kits and deliver to Slingerlands by 1PM on Tuesday, March 27, 2018 for the Science Fair”. 

When in doubt, generate the work order with the best information you have available. If we do not have enough information, we will reach out to you to clarify.

SCREENSHOT EXAMPLE – STEP 4

Step 5: If you would like to attach a file such as a picture, spreadsheet, etc., click “Attach New File” The maximum allowed is two attachments with a size of 3MB or less per file. These files will be able to be viewed by the technician performing the work to provide problem clarification, specific direction such as equipment/furniture layout, or location within a space.

Step 6: Type the submittal password – bcsd – in the field.  

Step 7:  Click Submit. 

SCREENSHOT EXAMPLE – STEPS 5 through 7

Congratulations! You have just submitted your work order. Once you have generated a work order, you do not have the ability to make changes on your screen. If changes to an existing work order are required, contact O&M and the work order can be changed.

After you clicked submit on the request form, the screen will refresh to the My Request Tab. On this screen you will see up-to-date information on the work orders that you have requested including:         

    • Work order number for tracking
    • The Craft associated with the work (i.e. Electrical, Plumbing, Carpentry, etc.)
    • The Technician or person that the work is assigned to
    • Any Action Taken notes added by the Technician
    • Status of the work order (work in progress, complete, closed, etc.)

SCREENSHOT EXAMPLE – MY REQUEST TAB

Helpful tips for using the My Request Tab:

  1. In the Request Totals section in the right-hand corner of the screen, you can click on the number next to the status description to see all requests marked with that status.
  2. You can search for any work order request by typing in a keyword in the Search box and clicking GO. This will display any of your requests with that word in it.  (i.e. “outlet” would pull up any request dealing with outlets). 
  3. To enter a new work request, click on the Work Request Tab and generate a new work order.

Need help? Contact Nick Insognia at 518-439-2123 or dial x30912.

Tips and Guidelines


General Guidelines:

  • In an emergency, call 911 and contact the O&M Department directly by phone for any type of emergency (fire, flooding, power outage, no heat, gas smell, etc.). Work orders can be generated at a later time if repairs are required.
  • The work order system should be used to generate Maintenance associated work orders only. If the issue is with technology, continue to use the BETS work order system.
  • Generate a work order even if you have called O&M or coordinate with O&M on who will be generating the work order to ensure that it gets input to the system.
  • Do not generate duplicate work orders. If a work order has been generated and it has not yet been completed, call O&M to check the status. Generating a new work order for the same work will not make the work happen any sooner, it will cause confusion and clog up the system.
  • The work order system should not be used as an email system. Call or email O&M if you have questions.
  • The work order system should not be used to order supplies.
  • Food Service – all food service equipment or related issues should be called into Allissa Eiser at x22118. Allissa will make notifications to O&M and generate work orders.

Helpful Tips:

  • The BCSD Maintenance Direct Account Number is: 669099607.  The Work Order Submittal Password will always be:  bcsd
  • If a work order is time sensitive and something needs to be completed by a specific date/time, indicate that date/time in the work order description field. For example, a work order request would state:  “Please pick up 4 Science Kits and deliver to Slingerlands by 1PM on Tuesday, March 27, 2018 for the Science Fair”.
  • Once you have generated a work order, you do not have the ability to make changes on your screen. If changes to an existing work order are required, contact O&M and the work order can be changed.
  • Facilities Modification Requests should be used for larger projects or any work associated with renovating a space, repurposing a space, etc., as a feasibility, cost, and code review must be completed.
  • When in doubt, generate the work order with the best information you have available. If we do not have enough information, we will reach out to you to clarify.
  • The work order should be used in a professional manner just as with the email system. Work orders are viewable in the system forever.  We cannot delete a work order.
  • If you have forgotten your login information for Maintenance Direct, go to the login screen (login.schooldude.com) and click the Forgot Password? Link under the Sign In button. You will receive an email from School Dude with information and instructions.
  • If you need help or have any questions please contact Nick Insognia at 518-439-2123 Extension 30912 or email:  ninsognia@bethlehemschools.org