Quick web app demonstration:

Detailed instructions:

  1. Login to your app account. The default page is already the Work Orders interface. If you're in another section, navigate to the "Work Orders" tab to pull up that page.
  2. Navigate to the red button in the bottom right hand corner of the page and click  "+ Work Order"
  3. This will pull up the work order creation form so you can enter in a Title and Detailed Description  for yourself or your team. The title is the only thing required to create the work order, but we highly recommend filling in as much other information as you or your team will need to complete the job correctly. 
  4. Next, select a Priority Level. Your choices are "High", "Medium", or "Low". This will help you assess which tasks need to be done urgently or immediately and which ones can wait.
  5. If you have our Starter Plan or above, you'll want to upload and annotate any Images to add to the work order to confirm the work has been done, identify further issues, or update your team on status.
  6. Select the Location where your work order is located so you or your team can easily navigate to that location when that work order is ready to be worked on. Locations must be created prior to selecting them on the Locations page.
  7. Select the Asset that is being worked on, if there is one, to make sure you are recording any work done to the asset record. This will be visible to anyone who is trying to check on the asset for use or for historical repair analysis on the dashboard. Assets must be created prior to selecting them from the Assets page.
  8. Select an applicable Category for the work.  Your categories can be created from scratch but you must create them prior to selecting them from the Categories page.
  9. Assign a Main Worker, any Support Workers, or a whole Team to the work order. The default assignment is the current user who is creating the work order so if this isn't you, make sure to change it. You can add and invite team members through the People & Teams page.
  10. If you're creating a reactive or one-time work order that needs to be done by a certain date then select a Due Date. If you are trying to create a repeating, Preventative Maintenance schedule you can easily set a cadence in a single click with our Starter Plan. Otherwise, you will need to create your PM work orders individually with due dates or through importing.
  11. If you have an inspection list, or any other sub-tasks, checklists, or form items you want completed within the work order, you have two options: 1. You can individually create items like checklists, multiple choice questions, and more through Add Task / Form Item and even assign each form item to a user or asset or 2. With our Starter Plan and above you can add a fully pre-populated form through Add Form Template. You can easily create your custom forms on the Form Templates page
  12. If there is a part required to complete the work order click Add Part to select a part and enter the quantity of that part being used. You can repeat this to add more than one part to a work order. Parts must be added to your account prior to selecting them from the Parts/Inventory page.
  13. For our Professional Plan Members and above, if there are any manuals or other files needed during the work order simply click Add File to add them directly to the work order for quick reference.
  14. For our Professional Plan members and above you can also determine if you would like to turn on Require Signature in order to close out the work order.
  15. For our Starter Plan and above you may choose to Share Work Order directly from the work order form by inputting the recipient's email.
  16. Once you're done, simply click Add Work Order!

Quick iOS app demonstration:

2. How to Edit Work Orders

Quick web app demonstration:

Detailed instructions:

  1. On the Work Orders page, search or filter to find the work order you'd like to edit. Then click on the desired work order from the list.
  2. In the upper right hand corner of the expanded work order, hover over Options to reveal the list of options available. Then click Edit
  3. Make your desired changes to the work order form.
  4. When you're finished, click Save Work Order at the bottom.  

Quick iOS app demonstration:

3. How to Process Work Orders

Quick web app demonstration:

Detailed instructions:

  1. On the Work Orders page, search or filter to find the work order you'd like to work on. Then click on the desired work order from the list.
  2. Evaluate the work order details including the description, the location of the work order, the asset being worked on, any parts you may need, and form items you may complete to finish out the order. 
  3. When you begin to work on the order, move work order status to "In Progress". The status buttons are located at the top of the work order.
  4. Reference any pictures or files attached to help you assess the issue and make sure to complete any task or checklist forms (if applicable). 
  5. If you do end up needing parts that are not already indicated on the order, simply click Add Part and select the quantity used. If you do not need the part that is assigned, simply delete it.  
  6. If you are on mobile, use the timer when you begin doing work to record the time spent on the order. If you are on desktop, or forgot to turn on the timer, simply add your Time at the end. 
  7. You can also add any labor or parts Cost.
  8. If it's a long work order, it needs to be put "On Hold", or you have multiple people assigned you can use the Updates in Update Section at the top of the work order page to leave messages to everyone with access to the work order. To access this section on mobile, swipe right. 
  9. Once work order is completed scroll to the top of the work order and update the status to "Closed".

Quick iOS demonstration:


Interested in upgrading your plan to access more time saving features? Get in touch today using the chat button at the bottom right of your screen or sending us an email at info@onupkeep.com!

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