Group 65Go to UpKeep Maintenance Management
All Collections
Using UpKeep - General How To's
Work Orders
How to Create, Manage, and Edit Work Orders

How to Create, Manage, and Edit Work Orders

This article explains how to use our work orders feature to build, manage, and process your workflow with our mobile and web applications.
Renee Hernandez avatar
Written by Renee Hernandez
Updated over a week ago

Use work orders to track your maintenance. Don’t forget to add a photo to your work order, which can be especially powerful in highlighting where an issue may be!

How to Create Work Orders

  1. On the “Work Orders” page, click “+ Create Work Order”
  2. Enter in Work Order Info: Work Order TitleDetailed Description
  3. Set a Due Date/Work Scheduled On the date
  4. Add a Recurring Schedule
  5. Enter an Estimated Duration (this is already in hours, so just add a number)
  6. Select Category
  7. Assign Main Worker, Additional Worker, or Team (defaults to the user creating the work order)
  8. Select Location
  9. Select Asset
  10. Add tasks or a checklist or any files that might be helpful in completing the work order.
  11. Finally, click Submit!

TIP: If your assets are already assigned to a location, you can just select the asset, the location will automatically be assigned to the work order as well!

Quick web app demonstration:

TIP: You can also create Work Orders through your Asset. Click into the Asset section, select the Asset, then selecting the Work Orders tab. You will then see a + Work Order button.

How to Process your Work Orders

By processing, we mean how to complete work orders and add notes on what work may have been completed.

  1. On the Work Orders page, click on the desired work order
  2. Evaluate: Work Order Description; Location; Equipment; Parts and Tools needed to complete the job
  3. Move work order status to “In Progress” or start the timer.
  4. Complete Tasks/Checklist (if applicable)
  5. Choose the Part(s) and Quantity Used
  6. Enter Time and Cost if you'd like to manually input that
  7. Include Updates or messages in “Update Section” (Web App - Select Updates; Mobile App - Swipe Right or tap Updates)
  8. Once the work order is completed, update the status to “Complete”

How to Edit a Work Order

NOTE: This is going to be very similar to creating a work order, except you can change the details of an existing work order or add new information.

  1. On the “Work Orders” page, click on the desired work order
  2. Select the Pencil on the right side of the Work Order
  3. Make desired edits in the corresponding fields
  4. Click “Update Work Order”

Did this answer your question?