openapi: 3.0.3
info:
title: Facilio REST Assets Common API
version: 5.0.0
description: "The Facilio REST API gives you programmatic access to Facilio's Connected CMMS — the unified platform for managing property operations at portfolio scale.\n\nBuild integrations that connect Facilio with your ERP, accounting systems, BMS, IoT platforms, and other business tools. Automate work order creation from external triggers, synchronize asset data across systems, push tenant and vendor records from your CRM, or pull maintenance data into your reporting dashboards.\n\n**What you can do with this API:**\n- **Work Orders & Service Requests** — Create, assign, track, and close maintenance tasks programmatically\n- **Assets** — Manage your equipment registry, track asset lifecycle, and sync with external asset management systems\n- **Portfolio (Sites, Buildings, Floors, Spaces)** — Maintain your facility hierarchy and space data\n- **People (Tenants, Vendors, Clients)** — Synchronize contacts and stakeholder records\n- **Inventory (Item Types, Tool Types, Items & Tools, Services, Storerooms)** — Master data, per-storeroom item/tool balances (read), per-bin quantities by item or tool record, quantity adjustments, and warehouse locations\n- **Procurement (Quotes, Purchase Requests, Purchase Orders, Receivable receiving, Invoices)** — Procurement with line items; receive against a PO via receivable APIs\n- **Credit Notes (Vendor Credits, Client Credits)** — Manage credit notes for refunds and transaction adjustments with line items\n- **Inventory Requests** — Track material requisitions from work orders to storerooms\n- **Custom Modules** — Manage your organization's custom modules — record types you define for the data and workflows that are specific to your business\n- **Schema Discovery** — List all accessible modules and inspect field schemas (name, type, required, readOnly, lookup target) via `GET /modules` and `GET /{moduleName}/metadata`\n- **Attachments & Comments** — Attach documents, photos, and notes to work orders and service requests\n- **Picklists** — Discover available values for status, priority, category, and other configurable fields\n\nThe API follows REST conventions with JSON request/response bodies, standard HTTP methods (GET, POST, PATCH, DELETE), and consistent error handling across all endpoints.\n\n## Base URL\n\n```\nhttps://{region}.facilioapis.com/{app_name}/api/v5\n```\n\n| Variable | Description | Values |\n|----------|-------------|--------|\n| `region` | Your deployment region | `us`, `au`, `ae`, `uk`, `us-azure`, `sa` |\n| `app_name` | `maintenance` for API Key auth, `developer` for OAuth2 auth | `maintenance`, `developer` |\n\n## Authentication\n\nAll API requests must be authenticated using one of the following methods:\n\n### API Key (Personal Access Token)\nGenerate an API key from your Facilio account settings and pass it in the `x-api-key` header.\nThe key inherits the permissions of the user who created it.\n\n```\nx-api-key: your-api-key-here\n```\n\n### OAuth2\nFor developer app integrations. Supports **authorization_code** and **password** grant types.\n\n| Endpoint | URL |\n|----------|-----|\n| Authorize | `https://{region}.facilioapis.com/identity/oauth2/authorize` |\n| Token | `https://{region}.facilioapis.com/identity/oauth2/token` |\n| Refresh | `https://{region}.facilioapis.com/identity/oauth2/token` (with `grant_type=refresh_token`) |\n| Revoke | `https://{region}.facilioapis.com/identity/oauth2/revoke` |\n\nPass the access token as:\n```\nAuthorization: Bearer oauth2 <access_token>\n```\n\n---\n\n## List Operations\n\nAll list endpoints (`GET /{module}`) support these query parameters:\n\n| Parameter | Type | Default | Description |\n|-----------|------|---------|-------------|\n| `page` | integer | 1 | Page number (1-based) |\n| `pageSize` | integer | 50 | Number of records per page. Maximum is 200. |\n| `select` | string | — | Comma-separated field names to include in the response. If omitted, module default fields are returned. |\n| `expand` | string | — | Comma-separated lookup field names to expand with full details (max 5). By default, lookup fields return only `{id}`. |\n| `search` | string | — | Free-text search on the module's primary field (e.g. subject for work orders, name for assets). |\n| `sortBy` | string | — | Field name to sort by. Only sortable fields are accepted (see each module's documentation). |\n| `sortOrder` | string | `desc` | Sort direction: `asc` (ascending) or `desc` (descending). |\n| `count` | boolean | false | When `true`, the response includes a `count` field with the total number of matching records. |\n| `view` | string | — | Name of a saved view. Applies the view's columns, filters, and sort order. |\n| `changed` | string | — | UTC timestamp for delta sync (format: `yyyy-MM-dd'T'HH:mm:ss'Z'`). Returns records created or modified after this time. |\n\n---\n\n## Filtering\n\nApply filters by adding query parameters to any list endpoint. Filters are combined with AND logic.\n\n**Exact match:**\n```\nGET /workorder?status=Submitted&priority=High\n```\n\n**Operator match:**\n```\nGET /workorder?subject(contains)=HVAC&createdTime(after)=2026-01-01T00:00:00Z\n```\n\n### Operators by Field Type\n\n| Field Type | Example Fields | Operators | Value Format |\n|------------|----------------|-----------|--------------|\n| String | subject, name, description | `is`, `isn_t`, `contains`, `doesn_t_contain`, `starts_with`, `ends_with` | Text string |\n| Number | serialNumber, area, noOfTasks | `equals`, `not_equals`, `greater_than`, `less_than`, `greater_than_equal`, `less_than_equal`, `between` | Number (for `between`: two comma-separated values) |\n| Date/DateTime | createdTime, dueDate, scheduledStart | `is`, `isn_t`, `before`, `after`, `between`, `today`, `yesterday`, `current_week`, `last_week`, `current_month`, `last_month` | UTC `yyyy-MM-dd'T'HH:mm:ss'Z'` (value-less operators like `today` need no value) |\n| Boolean | highRisk, decommission | `equals`, `is` | `true` or `false` |\n| Lookup | resource, site, assignedTo, createdBy | `is`, `isn_t` | Record ID (integer) |\n| Picklist | status, priority, category, type | `is`, `isn_t` | Display name string (e.g. `Submitted`) or ID |\n| Enum | sourceType, urgency | `is`, `isn_t` | Display name string or index |\n| All types | Any field | `is_empty`, `is_not_empty` | No value needed |\n\n**Multiple values (OR within a field):**\n```\nGET /workorder?priority=High,Medium\n```\n\n---\n\n## Delta Sync\n\nFor incremental data synchronization, use the `changed` parameter to fetch only records that have been created or modified since your last sync:\n\n```\nGET /workorder?changed=2026-02-01T00:00:00Z\n```\n\nThis checks both the created time and modified time of each record (OR condition), so you get both new and updated records. You can combine `changed` with other filters.\n\n---\n\n## Custom Fields\n\nCustom fields are user-defined fields added via Facilio setup. They follow the naming pattern `{field_name}_{module}` (e.g. `po_reference_workorder`, `client_type_site`, `warranty_info_asset`).\n\n| Operation | Behavior |\n|-----------|----------|\n| **Single record GET** | Custom fields are automatically included in the response |\n| **List GET** | Custom fields are excluded by default. Use `?select=subject,po_reference_workorder` to include specific ones |\n| **Create / Update** | Pass custom fields in the request body alongside system fields |\n| **Filtering** | Custom fields can be used as filter parameters |\n| **Sorting** | Custom fields of primitive types (string, number, date) can be used with `sortBy` |\n\n> **Note:** Large text (BIG_STRING) custom fields are always excluded from list responses to prevent excessive memory usage. They are only available on single record GET.\n\n**Example — Create a work order with custom fields:**\n```json\n{\n \"data\": {\n \"subject\": \"HVAC Repair\",\n \"siteId\": 10,\n \"po_reference_workorder\": \"PO-2026-001\",\n \"cost_estimate_workorder\": 1500.00\n }\n}\n```\n\n---\n\n## Lookup fields in responses\n\nA **lookup** links your record to another record or to a controlled list (site, assignee, tenant, status, and so on). The JSON shape depends on which endpoint you call.\n\n### Lists (`GET /{module}`)\n\nBy default, each lookup is compact: `{ \"id\": <number> }`.\n\nTo load more detail on specific lookups, use `?expand=` with a comma-separated list of **lookup field names** (maximum **5** fields).\n\n### Single record, create, and update\n\nOn **GET** by id, **POST** create, and **PATCH** update, lookups that appear in the response are usually **expanded** into a small object instead of only an id.\n\nWhat you get is decided by **what the field points to**:\n\n- **Standard business records** in this API (for example site, tenant, asset, work order): the fields that module normally exposes, **including custom fields** you added on that target record. If the expanded object itself contains another lookup, that inner lookup stays compact: `{ \"id\" }` only.\n- **People and shared reference data** (for example `users`, `people`, `location`, `resource`): a **short, fixed list** of fields the API publishes — e.g. users typically include `id`, `name`, `email`, and `phone` when present. Internal database columns are not returned.\n- **Your org’s custom module** as the target: that module’s usual fields **plus** its custom fields.\n- **Any other target** not covered above: **`id`** and **`name`** only.\n\nSome fields behave as **picklists** (status, priority, category, type, …). They often return a **single text or id value** (e.g. `\"Submitted\"`) instead of a nested object. Check `GET /{moduleName}/metadata` for the field’s `dataType` and picklist details.\n\nProperties that are null are omitted from the JSON body.\n\n---\n\n## Response Format\n\n**Success — single record:**\n```json\n{\n \"success\": true,\n \"data\": { \"id\": 1, \"subject\": \"WO-1\", \"status\": \"Submitted\" }\n}\n```\n\n**Success — list:**\n```json\n{\n \"success\": true,\n \"data\": [ { \"id\": 1, ... }, { \"id\": 2, ... } ],\n \"pagination\": { \"page\": 1, \"pageSize\": 50 },\n \"count\": 120\n}\n```\n\n**Error:**\n```json\n{\n \"success\": false,\n \"error\": {\n \"code\": \"VALIDATION_ERROR\",\n \"message\": \"A specified field does not exist or is not accessible\"\n }\n}\n```\n\n---\n\n## Error Codes\n\n| Code | HTTP | Description |\n|------|------|-------------|\n| `UNAUTHORIZED` | 401 | Missing or invalid authentication |\n| `FORBIDDEN` | 403 | Insufficient permissions for this operation |\n| `MODULE_NOT_FOUND` | 404 | Module does not exist or is not accessible in this app |\n| `RECORD_NOT_FOUND` | 404 | Record with the given ID was not found |\n| `API_NOT_FOUND` | 404 | The API endpoint does not exist |\n| `VIEW_NOT_FOUND` | 404 | The specified saved view was not found |\n| `PICKLIST_NOT_FOUND` | 404 | The specified picklist field was not found |\n| `VALIDATION_ERROR` | 400 | Request body or parameters failed validation |\n| `INVALID_FIELD` | 400 | A specified field does not exist or is not accessible |\n| `INVALID_FILTER` | 400 | Filter syntax is invalid or operator not supported for field type |\n| `EXPAND_LIMIT_EXCEEDED` | 400 | More than 5 fields specified in `expand` parameter |\n| `METHOD_NOT_ALLOWED` | 405 | HTTP method not supported for this endpoint |\n| `CREATE_NOT_ALLOWED` | 403 | Create operation is disabled for this module |\n| `UPDATE_NOT_ALLOWED` | 403 | Update operation is disabled for this module |\n| `DELETE_NOT_ALLOWED` | 403 | Delete operation is disabled for this module |\n| `MODULE_NOT_ENABLED` | 403 | Module is not enabled for this organization |\n| `RATE_LIMITED` | 429 | Rate limit exceeded |\n| `INTERNAL_ERROR` | 500 | Unexpected server error |\n\n---\n\n## Rate Limiting\n\n- **Limit:** 100 requests per minute per API key / OAuth2 token\n- **Response:** HTTP 429 Too Many Requests when exceeded\n- **Recommendation:** Implement exponential backoff when receiving 429 responses\n\n---\n\n## HTTP Method Override\n\nSome systems only support POST and GET requests. To use PATCH, or DELETE through a POST request,\ninclude the `X-HTTP-Method-Override` header with the desired method.\n\n```\nPOST /workorder/13\nX-HTTP-Method-Override: PATCH\nContent-Type: application/json\n\n{ \"data\": { \"priority\": \"Low\" } }\n```\n\nThis is equivalent to `PATCH /workorder/13`. Supported override values: `PATCH`, `DELETE`.\nThe override header is only honored on POST requests.\n\n---\n\n## Field Types and Limits\n\n| Field Type | Max Length | Description |\n|------------|-----------|-------------|\n| String | 255 characters | Short text fields (e.g. subject, name, email) |\n| Large Text | 2,000 characters | Medium text fields (e.g. description) |\n| Big String | 32,000 characters | Long text fields (custom large text fields). Excluded from list API responses. |\n| Number | — | Integer or decimal values |\n| Date / DateTime | — | UTC format: `yyyy-MM-dd'T'HH:mm:ss'Z'` |\n| Boolean | — | `true` or `false` |\n| Lookup | — | Reference to another record. Pass the record ID on create/update. Returns `{id}` on list unless `?expand=` is used. On single-record GET (and typical create/update responses), expanded shape follows **Lookup fields in responses** above — not a single fixed `{id, name, email}` for every field. |\n| Picklist | — | Enumerated values (status, priority, category, type). Pass display name string (e.g. `\"High\"`) or numeric ID. |\n| Enum | — | System enum values. Pass display name string or index. |\n\nValues exceeding the maximum length will be rejected with a `VALIDATION_ERROR`.\n\n---\n\n## Additional Notes\n\n- **Skipping Workflows:** By default, workflow rules (automations, notifications, approvals) execute when you create or update a record. To skip them, pass the header `X-Execute-Workflows: false`. This is useful for bulk data imports or migrations where triggering automations is not desired.\n- **Picklist Fields:** Fields like status, priority, category, and type accept and return display name strings (e.g. `\"Submitted\"`, `\"High\"`, `\"Energy\"`). You can also pass the numeric ID.\n- **Lookup Fields:** On list API, lookup fields return `{id}` only unless `?expand=` is used. On single record GET (and create/update responses), lookups are expanded automatically; the property set depends on the lookup target module — see **Lookup fields in responses**.\n"
contact:
name: Facilio Support
url: https://facilio.com
license:
name: Proprietary
servers:
- url: https://{region}.facilioapis.com/{app_name}/api/v5
variables:
region:
description: Regional deployment
default: us
enum:
- us
- au
- ae
- uk
- us-azure
- sa
app_name:
description: '''maintenance'' for API Key, ''developer'' for OAuth2'
default: maintenance
enum:
- maintenance
- developer
security:
- apiKey: []
- oauth2: []
tags:
- name: Common
description: User profile and utility endpoints
paths:
/profile:
get:
tags:
- Common
summary: Get current user profile
description: Returns the authenticated user's profile information including name, email, timezone, role, and organization details.
operationId: getProfile
responses:
'200':
description: User profile retrieved successfully
content:
application/json:
schema:
type: object
properties:
success:
type: boolean
data:
$ref: '#/components/schemas/Profile'
example:
success: true
data:
user:
id: 1
name: Alex Johnson
email: alex.johnson@example.com
timezone: Asia/Kolkata
role:
id: 10
name: Administrator
org:
id: 100
name: Facilio Inc
domain: facilio
'401':
$ref: '#/components/responses/Unauthorized'
/modules:
get:
tags:
- Common
summary: List all accessible modules
description: 'Returns a catalogue of every module accessible via the V5 API for the current org:
- **System modules** — standard Facilio modules available in every org (workorder, asset, site, etc.)
- **Custom modules** — modules created by your organization via Facilio Setup
Use this endpoint to discover which module names are valid for other V5 API calls, and to determine whether a given module is a system module or an org-created custom module.
Pass `?custom=true` to scope the response to only custom modules created by your organization. The default response returns both system and custom modules.
Each entry includes a `description` field when one is configured for the module.
'
operationId: listModules
parameters:
- name: custom
in: query
description: 'When `true`, return only org-created custom modules (modules where `isCustom = true`).
Default `false` (or absent) returns the full system + custom catalogue — this preserves the previous default behavior.
'
schema:
type: boolean
default: false
responses:
'200':
description: Module catalogue retrieved successfully
content:
application/json:
schema:
type: object
properties:
success:
type: boolean
data:
type: array
items:
$ref: '#/components/schemas/FacilioModule'
example:
success: true
data:
- name: workorder
displayName: Work Orders
description: Standard work order tracking
isCustom: false
- name: asset
displayName: Assets
description: Equipment and asset records
isCustom: false
- name: custom_employees
displayName: Employees
description: Custom employee records
isCustom: true
- name: custom_projects
displayName: Projects
isCustom: true
'401':
$ref: '#/components/responses/Unauthorized'
components:
responses:
Unauthorized:
description: Missing or invalid authentication credentials
content:
application/json:
schema:
$ref: '#/components/schemas/Error'
example:
success: false
error:
code: UNAUTHORIZED
message: Missing or invalid authentication credentials
schemas:
FacilioModule:
type: object
description: A single entry in the module catalogue returned by GET /modules.
properties:
name:
type: string
description: Module name used in all API paths (e.g. `workorder`, `custom_employees`)
displayName:
type: string
description: Human-readable module label (e.g. `Work Orders`, `Employees`)
description:
type: string
description: Module description as configured in Facilio Setup. Omitted when blank.
isCustom:
type: boolean
description: '`true` for modules created by your organization; `false` for standard Facilio modules'
Error:
type: object
description: Error response
properties:
success:
type: boolean
example: false
error:
type: object
properties:
code:
type: string
description: Machine-readable error code
message:
type: string
description: Human-readable error message
Profile:
type: object
properties:
user:
type: object
properties:
id:
type: integer
name:
type: string
email:
type: string
timezone:
type: string
role:
type: object
properties:
id:
type: integer
name:
type: string
org:
type: object
properties:
id:
type: integer
name:
type: string
domain:
type: string
securitySchemes:
apiKey:
type: apiKey
in: header
name: x-api-key
description: Personal access token
oauth2:
type: oauth2
description: Supports authorization_code and password grant types
flows:
authorizationCode:
authorizationUrl: https://us.facilioapis.com/identity/oauth2/authorize
tokenUrl: https://us.facilioapis.com/identity/oauth2/token
refreshUrl: https://us.facilioapis.com/identity/oauth2/token
scopes: {}
password:
tokenUrl: https://us.facilioapis.com/identity/oauth2/token
refreshUrl: https://us.facilioapis.com/identity/oauth2/token
scopes: {}