Work Orders

The Work Orders list includes status tabs, search, filters, pagination, and a Show Archived option. Select a status tab such as All to narrow the list. Work Orders due before today are shown as Overdue while they remain open.

Key concepts

• Asset is the equipment or vehicle the maintenance work applies to.
• Items are the checklist items or other work covered by the Work Order. A manually created Work Order needs at least one checklist item or defect. Work Orders raised from a defect, fault, or service can have optional Items.
• Defects to correct links open defects or faults to the Work Order. Inspection-raised items are marked (Inspection) and faults are marked (Fault).
• Assignee identifies who will do the work. Choose a Vendor, Mechanic, or Third Party.
• Stock lists parts used on the Work Order. The Stock total is included in the Work Order cost.
• Check List shows each checklist item and its result: Pass, Fail, or N/A. A blank result remains Not checked; it is not treated as a pass.
• Costing brings together Parts, Labour, Additional, and Total.
• Vendor Portal is available for Vendor-assigned Work Orders. It contains the communication thread with the Vendor.
• A completed Work Order is signed off and locked. Its Check List, costs, attachments, and Vendor conversation become read-only.

How to create a Work Order

1. From Work Orders, select Create Work Order.
2. In Details, select an Asset. An Asset cannot be changed while editing an existing Work Order.
3. In Items, search for and select the checklist items that apply. Remove a selected item with the remove control beside it.
4. If needed, use Defects to correct to select open defects or faults for the Asset.
5. Select an assignee type:
   • Vendor: choose the Vendor. A Vendor email is needed to start communication in Vendor Portal.
   • Mechanic: select at least one Mechanic. You can select more than one Mechanic; the first selected Mechanic is the primary assignee.
   • Third Party: enter the Name and Email when the Third Party fields are shown.
6. Select the Work Order Status. New Work Orders default to the status configured as an open status.
7. Set the Due Date. For a new Work Order, the Due Date defaults to today.
8. Add a Description, Stock, and Attachments if needed.
9. Select the save action at the bottom of the panel.

A Work Order can include parts from available Stock. Select a part, enter its quantity, and add it to the Work Order. The form shows the available Stock while you build the Work Order.

How to assign and update a Work Order

1. Open the Work Order from the list.
2. Select Edit.
3. Update the editable fields, including Items, Assignee, Status, Due Date, Description, Stock, and Attachments.
4. Save the changes.

The detail view shows the Work Order number, current Status, Asset, Due Date, assignee, creation and update dates, and counts for Tasks, Stock, and Attachments. Use History to review Status changes and who made them.

For a Vendor-assigned Work Order, use Resend vendor link to issue a new Vendor link and email it, or Revoke vendor link to disable the active link. If the Vendor has no email on file, add one before sending the link.

You can archive a Work Order with Archive. From the list, turn on Show Archived to view archived Work Orders and use the archive action to unarchive one.

How to complete a Work Order

1. Open the Work Order and select Complete & Sign Off.
2. Review the Check list summary. Items that have not been marked will be recorded as not checked, not as passed.
3. If a checklist item failed, add an explanation in the Check List and select Raise defect when follow-up is needed.
4. Enter a Meter reading if you want to capture the reading at service, then choose the Meter type.
5. Add Hours spent (optional) when labour has not already been logged. If you enter hours, select the Staff member who did the work. The hours are costed using that person’s cost per hour, or their role’s base cost per hour when they do not have an individual rate.
6. Add Notes if needed.
7. Select Complete & Sign Off. If any checks are unmarked, select it again after reviewing the warning to confirm the sign-off.

Completing the Work Order closes it, corrects its linked defects, and returns the Asset to service. The completed Work Order cannot be edited, and its costs are locked as a financial record.

If your account is connected to Command, Labour cost is calculated from Command’s approved timesheets when you complete the Work Order. You do not need to enter hours in the sign-off window in that case.

How to review Work Order costs and communication

Review costs

1. Open the Work Order and select Costing.
2. Review the totals for Parts, Labour, Additional, and Total.
3. Expand the Parts used, Labour, or Additional costs sections to review individual lines.

To log time before completion, select Log time in Labour, enter Hours, and optionally enter a Rate override ($/hr) and Notes. If no staff member is selected, the time is logged against you. A person without Work Order editing access can log or remove their own time, but can only log time for themselves.

To add an extra charge, select Add cost in Additional costs, enter a Cost name and Amount, then select Add. Examples include towing and a callout fee. Additional costs can only be added or removed before completion by someone with editing access.

Communicate with a Vendor

1. Open a Vendor-assigned Work Order.
2. Select Vendor Portal.
3. Read the conversation or enter a message in the message box.
4. Use the attachment control to add files if needed.
5. Select Send message.

You can also press Enter to send, or use Shift + Enter to add a new line. A Vendor email is required before messages can be sent. Completed Work Orders show the conversation as read-only.

Tips & things to know

• Use the status tabs and Search work orders... to find Work Orders quickly.
• A Due Date of today is not overdue. Overdue applies when the Due Date has passed and the Work Order is still open and not archived.
• Mark every Check List item honestly. Use N/A when an item does not apply; leave an item unmarked only when it has not been checked.
• For a Fail result, add a note describing what is wrong and use Raise defect when the issue needs follow-up.
• Review Stock quantities before saving. Stock used on a Work Order contributes to Parts and Total.
• Log Labour on Costing as work happens when you need a per-person time history. Do not enter the same time again during sign-off.
• Complete the Work Order only after checking its costs, Check List, attachments, and communication. Completion locks these details.
• A Work Order raised from a specific defect, fault, or service keeps its Asset fixed and may make Items optional.
• If a Work Order is connected to an external stock source, a Stock line that has already been sent there cannot be removed from the Work Order.
• Available actions depend on your access and whether you created or are assigned the Work Order.

FAQ