Manage Work Orders Follow

Overview

Managing maintenance tasks efficiently is essential for keeping your fleet operational and minimizing downtime.

Work Orders provide a structured, trackable way to resolve scheduled service tasks and unexpected issues. Within the Work Orders feature, you can document labor, parts, and costs for multiple tasks in one place, ensuring accurate expense tracking and inventory updates. Completing a Work Order also resets the clock on recurring service tasks, automating the process and keeping your maintenance schedule on track. By combining detailed task documentation with streamlined workflows, Work Orders help you maintain fleet health while improving cost visibility and operational efficiency.

Table of Contents

• Work Order Tour
• View Work Order List
• Work Order List Navigation Overview
• Create a Work Order
• Update a Work Order
• Complete a Work Order

Work Order Tour

Watch the video below to learn more about Work Orders.

View Work Order List

To view Work Orders, follow these steps:

• In the left-hand navigation, select the "Maintenance” service module.
• In the top navigation, select "Work Orders."

Please note, if you do not see this feature, you will need to contact an Administrator. Only Account Administrators and Administrators can change your permissions. You will need Maintenance > "All" access.

Work Order List Navigation Overview

While viewing the Work Order list, you can

• Search and filter work orders across the table's header (1)
  • Asset: Type into the asset field to search by asset.
  • Status: Use the dropdown to filter by status.
    • Open
    • In Progress
    • Waiting For Parts
    • Completed
    • Cancelled
  • Date Reported: Filter by date range.
• View Work Order details including asset, status, connected issues, date reported, total cost, and take action. (2)
• Take action on work orders. (3) (Please note: To view these options, you must have the Maintenance > "Job Creation" user permission.)
  • Checkmark Icon: Update work order status to completed or cancelled.
  • Pencil Icon: Edit the work order details such as scheduled date and assigned technician/vendor.
  • Trashcan Icon: Delete the work order.
  • Arrow Icon: View work order details and update work order. Add parts, labor, issues, service tasks, attachments, notes, and more.
• Create a Work Order (4)
• Switch views between list view and detail view. (5)

Create a Work Order

You can create a work order from "Issues" or within "Service Tasks." Follow the steps below to create a Work Order.

Update a Work Order

While completing a work order, you may need to add labor, parts, attachments, and notes. You may need to connect the work order with an issue or even a service task. Learn more by watching the short video below.

While viewing a work order, you can

• View work order details (1)
• Add Labor and Parts (2)
• Connect Issues and Task Codes (3)
• Add Attachments and Notes (4)
• Update the Work Order (5)
  • Check Mark Icon: Update the work order as "Complete" or "Cancelled"
  • Pencil Icon: Edit the scheduled service date and time or the assigned vendor/technician.
  • Trashcan Icon: Delete the Work Order.

Complete a Work Order

Creating and resolving Work Orders automates issue resolution, resets the clock on reoccurring service tasks, and updates your inventory. Work orders offer an effective method for tracking the total cost of maintaining your fleet. To learn how to complete a work order, follow the steps below.