Available On: Lite, Starter, Professional and Business Plus
⚠️ Certain functionalities will differ by plan type. View our Plan and Features list here.
Creating a Work Order in UpKeep is a key step in managing maintenance tasks effectively. It helps ensure repairs, routine maintenance, and other tasks are completed successfully. This guide will show you how to create a work order step by step—from adding a title and description to assigning workers and linking assets. By the end, you'll have a clear plan to keep your operations running smoothly. Let’s dive in!
How to Create Work Orders
Steps:
Navigate to the "Work Order" tab on the left side menu
Click the "Create Work Order" button to located in the top right corner.
Fill Out Your Work Order Information:
Details Section:
Title:
Provide a clear and concise title for the work order. This should summarize the task or issue.
Description: Enter a detailed description of the work that needs to be done. Include any relevant information that could assist the technician.
Images: Upload any images that relate to the work order, such as photos of the asset, the area needing attention, or any damage.
Priority: set level of urgency of work order
Category: Select the category that best describes the type of work. Categories help organize and filter work orders later.
Location & Assets Section
Location: Specify the location where the work will take place. This could be a specific building, room, or area within your facility.
Asset: Link the relevant asset to the work order. This helps keep track of maintenance history and asset performance over time.
NOTE: A work order is a 1:1 ratio. Only one location and asset can be applied to a work order.
Parts + Files Sections
Parts: Select any parts required for the work. This helps in inventory management and ensures that technicians have everything they need.
Files: Add any documents such as manuals, receipts, or how-to instructions.
When uploading files to UpKeep, it needs to be no larger than 40MB and will only accept PDF, png, jpeg, and MP4!
Structure & Settings Section
Start Date: Set the start date for the work to begin. You can select today’s date or a future date, depending on when the work needs to be scheduled.
Due Date: Choose the due date by which the work should be completed. This helps in prioritizing and scheduling tasks effectively.
Estimated Duration: Enter the estimated amount of time it will take to complete the work order. This helps with resource allocation and planning.
Main Worker/Additional Worker: Assign the main worker or any team members who are applicable.
NOTE: You can also select a customer/vendor here. This allows you to track if you outsource work in reporting.
Team: You can select a team that would send out a notification to all those members of the work order creation.
Click "Create Work Order":
Once all the information is filled out, click the "Create Work Order" button at the bottom of the page to finalize and save your work order.
Once the work order is created, add any Tasks/Checklists: Add any tasks or checklists that need to be completed as part of the work order. This ensures that all necessary steps are followed.
Note: Create Work Order Button will not turn blue until all Required Fields are completed. The * symbol will indicate what fields are required.
FAQs about Creating Work Orders on 2.0 (BETA)
Why don't I see my full assets list on the drop-down?
In UpKeep, locations and assets can be linked to provide a comprehensive view of where each asset is located within your facility. For both the location and the asset to appear on a Work Order, the asset must first be assigned to a specific location. This connection ensures accurate tracking and reporting, making it easier to manage maintenance tasks effectively. If an asset isn’t linked to a location, only the asset or location information may appear on the Work Order, limiting the context for the task.
Who can create work orders in UpKeep?
All paid users can create work orders in UpKeep. This includes admins, limited admins, technicians, and limited technicians. NOTE: Technicians + Limited Technicians can only edit the work orders they create. They will not be able to edit work orders assigned to them.