Creating Work Orders

Work orders are the core of the maintenance system. They track all maintenance requests from creation through completion.

Creating a Work Order

Step 1: Start New Work Order

1. Click ”+ New Work Order” from:
   • Dashboard quick actions
   • Work Orders list page
   • Asset detail page

Step 2: Select Property & Location

Field	Description
Property	Select the villa/property
Zone	Building area (if applicable)
Location	Specific room or area
Asset	Related asset (optional)

Step 3: Categorize the Issue

Field	Description
Category	Type of maintenance
Subcategory	Specific issue type
Priority	Urgency level

Categories:

• Plumbing
• Electrical
• HVAC
• Appliances
• Structural
• Pool & Spa
• Landscaping
• Cleaning
• Safety
• General

Priority Levels:

Priority	Response Time	Examples
Emergency	Immediate	Water leak, power outage, fire
High	Within 24 hours	AC failure, hot water issue
Medium	Within 3 days	Minor repairs, replacements
Low	Within 1 week	Cosmetic issues, improvements

Step 4: Describe the Issue

Field	Description
Title	Brief summary (50 chars)
Description	Detailed explanation
Reported By	Who reported the issue
Report Date	When issue was reported

Good Description Example:

Title: "Master bathroom faucet leaking"

Description: "The hot water faucet in the master bathroom
has been dripping continuously. Water is pooling on the
vanity. Issue started approximately 2 days ago. Temporary
fix of tightening the handle has not resolved the issue."

Step 5: Add Attachments

Upload supporting documentation:

Type	Purpose
Photos	Visual documentation of issue
Videos	Show intermittent problems
Documents	Manuals, prior reports

Step 6: Submit

1. Review all entered information
2. Click “Submit Work Order”
3. System assigns work order number
4. Notifications sent to relevant parties

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Work Order Assignment

Auto-Assignment

The system can automatically assign based on:

• Property’s assigned technician
• Category expertise
• Current workload
• Availability

Manual Assignment

1. Open the work order
2. Click “Assign”
3. Select assignee type:
   • Internal Technician - Staff member
   • External Vendor - Contractor
4. Choose specific person/company
5. Set Due Date
6. Add assignment notes
7. Confirm assignment

Reassignment

To reassign a work order:

1. Open the work order
2. Click “Reassign”
3. Select new assignee
4. Document reason for change
5. Confirm

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Working on a Work Order

Accepting Assignment

When assigned a work order:

1. Review the details
2. Click “Accept” or “Request Reassignment”
3. If accepting, work order moves to “Assigned” status

Starting Work

1. Click “Start Work”
2. Status changes to “In Progress”
3. Timer starts for time tracking
4. Log your activities

Adding Updates

While working:

1. Click “Add Comment”
2. Enter progress notes
3. Attach photos of work
4. System timestamps the update

Requesting Parts

If parts are needed:

1. Click “Request Parts”
2. Select from inventory or enter new
3. Specify quantity
4. Submit request
5. Work order may go “On Hold”

Completing Work

When finished:

1. Click “Complete”
2. Fill in completion details:
   • Work performed summary
   • Parts used
   • Time spent
   • Final photos
3. Checklist verification (if applicable)
4. Submit completion

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Work Order Statuses

Status Flow

Status	Description	Next Actions
Draft	Being created	Submit
Pending	Awaiting assignment	Assign
Assigned	Assigned, not started	Accept, Start
In Progress	Work underway	Complete, Hold
On Hold	Waiting for something	Resume
Completed	Work finished	Verify
Verified	Quality confirmed	Close
Closed	Fully resolved	Archive
Cancelled	No longer needed	-

Putting On Hold

If work cannot continue:

1. Click “Put On Hold”
2. Select reason:
   • Waiting for parts
   • Waiting for approval
   • Waiting for access
   • Weather conditions
   • Other
3. Add notes
4. Set expected resume date

Reopening

If issue recurs:

1. Find the closed work order
2. Click “Reopen”
3. Describe why reopening
4. New work order created linked to original

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Comments and Communication

Adding Comments

1. Open work order
2. Scroll to Comments section
3. Click “Add Comment”
4. Enter text
5. Attach images (optional)
6. Submit

Comment Types

Type	Visibility
Public	All team members
Internal	Staff only
Private	Assignee and managers

Mentions

Tag team members with @mention:

• @john.smith - Specific user
• @maintenance - Team group

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Time Tracking

Manual Time Entry

1. Click “Log Time”
2. Enter:
   • Hours worked
   • Date
   • Activity description
3. Submit

Timer-Based Tracking

1. Click “Start Timer” when beginning
2. Timer runs in background
3. Click “Stop Timer” when done
4. Review and adjust if needed
5. Submit time entry

Time Summary

Work orders show:

• Estimated time
• Actual time spent
• Time by activity
• Time by person

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Checklists

Using Checklists

Some work orders have required checklists:

1. Open checklist section
2. Complete each item
3. Check off as done
4. Add notes per item
5. All items must be complete to close

Sample Checklist: AC Service

• Check thermostat operation
• Inspect air filter
• Clean condenser coils
• Check refrigerant levels
• Test airflow
• Verify drainage
• Final temperature test

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Notifications

Automatic Notifications

Event	Who’s Notified
Created	Managers, assigned property staff
Assigned	Assignee
Comment added	Participants
Completed	Requester, manager
Overdue	Assignee, manager

Notification Preferences

Set preferences in Settings → Notifications:

• Email
• SMS
• In-app
• Push notifications

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Searching and Filtering

Quick Search

Use the search bar to find work orders by:

• Work order number
• Title keywords
• Property name
• Assignee name

Advanced Filters

Filter	Options
Status	All, Open, Closed, Overdue
Priority	Emergency, High, Medium, Low
Property	Select specific
Category	Plumbing, Electrical, etc.
Assignee	Specific person
Date Range	Created, due, completed

Saved Filters

Save frequently used filter combinations:

1. Set your filters
2. Click “Save Filter”
3. Name the filter
4. Access from filter dropdown