Facility services usually start with a simple process. A shared calendar, a spreadsheet, or a few emails are enough to coordinate requests. When usage grows, keeping track of reservations and schedules becomes increasingly difficult. Visibility decreases, coordination takes more time, and the risk of errors grows.
This was the situation faced by one of Nemetschek's customers in Sofia. The organization operates two large office buildings and a hotel, supported by a central facility management team responsible for several operational services used by tenants and employees.
One of these services was recurring on-site car wash appointments for vehicles parked in the buildings. What looked simple at first quickly became harder to manage as demand increased.
Building a Process That Scales With Demand
As the service became more popular across the buildings, the facility team needed a more structured way to manage reservations and keep information consistent across requests. Each reservation required specific details such as vehicle type, ownership, and service category - information later used for internal reporting and billing. Capturing this data in a consistent way became essential for running the service efficiently.
Receptionists were responsible for coordinating requests and maintaining the schedule for the operational team delivering the service. Handling this through emails and spreadsheets made the process harder to maintain over time. The team needed a clearer workflow and a single place to manage reservations.
Since Jira Service Management was already used across the organization to manage internal services, extending this environment to support the car wash reservations felt like a natural step. The goal was to allow employees and tenants to request the service through the familiar service portal, while giving the facility team a structured way to manage reservations, schedules, and operational visibility inside Jira.
Managing Reservations in Jira Service Management
This is where Apwide Booking came in.
The reservation process is now integrated directly into Jira Service Management. With Apwide Booking configured in the service portal, employees and tenants request car wash appointments through the same environment they already use for other internal services.
Users select an available time slot based on predefined capacity, choose the service type, and provide the required vehicle details directly in the portal. Each submission automatically creates a Jira request containing the reservation information.
For the facility team, this provides a much clearer way to coordinate requests. All reservations now follow the same workflow inside Jira, making them easy to track, update, and report on. Instead of managing information across emails or spreadsheets, the team works from a single system where reservations, schedules, and operational data are already connected.
Making Daily Operations Easier to Run
Once reservations were centralized in Jira, the focus shifted to making them practical for day-to-day operations. The team responsible for delivering the service needed a clear and reliable overview of what was scheduled, presented in a format that supports daily planning.
This is where Nemetschek's app, Advanced Portal Reports, complements the setup.
While Apwide Booking captures reservations as structured Jira requests, Advanced Portal Reports turns that data into a live operational schedule. Facility staff can open a dedicated page displaying upcoming bookings in chronological order, along with all the relevant details needed to perform each service.
From this single view, the team can see what is planned for the day or the week ahead. Because the information comes directly from Jira, the schedule always reflects the latest updates.
The page is accessible through the service portal without requiring full Jira licenses, allowing operational staff to consult reservations easily and organize their work with clarity.
A Workflow That Supports Both Requesters and Operators
Together, the two apps support different parts of the same workflow.
Apwide Booking provides a structured way for tenants and employees to request services and reserve available time slots through the Jira Service Management portal. Each request follows the same process, while capacity rules keep scheduling under control.
Advanced Portal Reports then makes those reservations easy to manage on a daily basis, turning Jira data into a clear operational schedule for the team delivering the service.
This setup connects service requests with day-to-day execution.
Requests are simple to submit. Schedules are easy to manage. And the operational team can focus on delivering the service instead of coordinating it.
The Impact on the Facility Team
Today, the facility and reception teams spend far less time coordinating reservations manually. Requests no longer depend on phone calls or spreadsheet updates, and schedules remain clear and accessible to everyone involved.
For tenants and employees, requesting a car wash now feels like any other service request submitted through Jira Service Management.
For the operational team, the result is greater predictability and fewer coordination errors in daily operations.
And perhaps most importantly, cars get washed on time - without anyone chasing spreadsheets!