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Using UpKeep - General How To's
Using UpKeep - General How To's
Common How To's and Tutorials
+6
87 articles in this collection
Written by
Ryan Chan,
Joseph Schmitt,
Jason Visenberg
and 6 others
People & Teams, Vendors and Customers
How to Add, Edit, or Remove Users & Teams
This article explains how your team admin can add and manage UpKeep users and any teams!
Written by
Joseph Schmitt
Updated over a week ago
I am getting an error saying that this email "user already exists"!
Getting an error that a username has already been taken? UpKeep only allows a single account per email address
Written by
Ryan Chan
Updated over a week ago
User Type Capabilities Matrix
A look at the functionality by User Type
Written by
Jason Visenberg
Updated over a week ago
How to Create Custom Roles
Customizing roles to fit your needs!
Written by
Travis Wood
Updated over a week ago
Limited Administrator User Type Overview
Quick overview of functionality and notes on our Limited Administrator user type
Written by
Ben On
Updated over a week ago
How to Use Vendors & Customers
Track vendors to keep a record of all the work they complete for you and track customers to see the work you complete on their behalf.
Written by
Ryan Chan
Updated over a week ago
Locations
How to Add Locations & Sub-Locations
This article explains how your team administrator can add and manage your locations and facilities
Written by
Joseph Schmitt
Updated over a week ago
How to Update Locations
You can use the Update feature to update your existing locations in bulk.
Written by
Ben On
Updated over a week ago
How to Create Floor Plans
Create your Floor Plan to give your team an interactive map of your facility
Written by
Renee Hernandez
Updated over a week ago
Assets
How to Create Assets
Learn to add Assets into UpKeep and how to use it to set you and your team up for long term success
Written by
Ben On
Updated over a week ago
New - How to Bulk Update Assets
Use our Update Feature to make mass updates to your Assets saving time from updating each asset individually
Written by
Ben On
Updated over a week ago
Asset Details Overview
This doc will walk you through the Individual Asset layout
Written by
Candice Ray
Updated over a week ago
How to Create, Edit, and Remove Custom Asset Fields
This doc is intended to show you how to create new custom fields for data storage on your assets!
Written by
Candice Ray
Updated over a week ago
How to Create Custom Asset Downtime Statuses
With Business Plus, you have the ability to change the Status of your Assets between operational and not operational (or a custom status)
Written by
Ben On
Updated over a week ago
How to Use Asset Check-In and Check-Out
With the Business Plus plan, easily keep track of all your assets. Always know which of your assets are available and who has them.
Written by
Joseph Schmitt
Updated over a week ago
How to Keep Track of your Warranty with UpKeep
With our Business Plus Plan, your team can keep track of the Warranty of your Assets.
Written by
Joseph Schmitt
Updated over a week ago
How to Create QR Codes
Easily check-in and scan out parts from your inventory by using the camera on your phone to read its barcode.
Written by
Ben On
Updated over a week ago
How to Calculate Uptime Percentage
With Business Plus, track the uptime/downtime of your equipment.
Written by
Ben On
Updated over a week ago
How to Calculate Asset Downtime
With UpKeep, you can track the downtime of your equipment.
Written by
Joseph Schmitt
Updated over a week ago
How to Calculate Asset Depreciation
With UpKeep we have the ability to enter in our Purchase Date, Purchase Price, Useful life and Residual Value to track Depreciation.
Written by
Joseph Schmitt
Updated over a week ago
Parts
How to Add Your Parts & Inventory
Maintain your entire parts & inventory so you know exactly where things are.
Written by
Ben On
Updated over a week ago
How to Bulk Update Parts
Use our Update Feature to make mass updates to your Parts
Written by
Ben On
Updated over a week ago
How to Create & Use a Set of Parts
Add multiple parts to a set, then add a whole set to a work order! This way, you don't need to add each part individually into a work order
Written by
Peter Kim
Updated over a week ago
How to Set Non-Stock Parts
For teams that are making one time purchases of items we have the ability to have Non-Stock Parts.
Written by
Joseph Schmitt
Updated over a week ago
Notifications on Low Stock Parts
Learn where and how to see which parts are low or out of stock!
Written by
Renee Hernandez
Updated over a week ago
How to Restock your Parts
Within UpKeep you have the ability to track your event history when restocking your parts.
Written by
Renee Hernandez
Updated over a week ago
Parts in Preventive Maintenance Triggers
Parts can be configured within a triggered PM so that each time a work order is created, it will inherit the parts each time.
Written by
Ben On
Updated over a week ago
Work Orders
Basic Understanding of Work Orders
Basic understanding of Work Orders, how to create Work Orders, and assign workers to Work Orders
Written by
Bradford Risbert
Updated over a week ago
How to set your Work Order Number Start Count (and work order number)
UpKeep allows you the ability to set your Work Order Start Count so that your team can utilize the Work Order numbers that you desire.
Written by
Ben On
Updated over a week ago
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.
Written by
Renee Hernandez
Updated over a week ago
How to Edit your Work Order Configuration
Choose what fields in your work order to show, hide or make required when creating or completing work orders!
Written by
Ben On
Updated over a week ago
Add & Assign Categories to Work OrdersĀ
Using categories is important when trying to create reports
Written by
Peter Kim
Updated over a week ago
How to Create and Add Checklist Templates
Learn to create reusable checklists/checklist tasks and add them to work orders!
Written by
Ben On
Updated over a week ago
How to Record Time to a Work Order
Learn how to add time to a work order to record the time spent!
Written by
Ben On
Updated over a week ago
How to Calculate Time & Cost to a Work Order
Learn to add hourly/labor rates to specific technicians and automatically calculate the cost!
Written by
Ben On
Updated over a week ago
How to Add Photos to Work Orders
This article explains how you can add and annotate photos on work orders on mobile.
Written by
Ben On
Updated over a week ago
Work Order Signature Capture
Learn how to enable the WO signature capture feature!
Written by
Ryan Chan
Updated over a week ago
How to Bulk Update Existing Work Orders (using a CSV)
Learn to update work orders using a CSV, similar to importing new work orders in bulk!
Written by
Ben On
Updated over a week ago
How to use UpKeep for Messaging and Updates
Learn to communicate with your team through the Updates section of a work order with the @ mention feature to tag them in the conversation
Written by
Peter Kim
Updated over a week ago
Shared Work Orders and How They Work
You can share your work orders with external vendors/contractors or anyone else on your team that DOES NOT have an UpKeep login!
Written by
Candice Ray
Updated over a week ago
How to Download and Print Individual Work Orders to PDF
Print an individual WO's PDF or multi-select multiple WOs and download the PDFs
Written by
Ben On
Updated over a week ago
How to Filter the Work Orders Page on Mobile
In this article we will go over all of the filtering Options within our Work Orders page for our web application.
Written by
Joseph Schmitt
Updated over a week ago
How to Customize the Columns in the Work Order Table List View
You can customize the desired width of the columns and which column headings you want on the table
Written by
Renee Hernandez
Updated over a week ago
How to Use the Calendar View
Plan ahead and boost efficiency by finding a lot of use out of the Monthly, Weekly, and Daily view in your team's Calendar
Written by
Ben On
Updated over a week ago
How to Link Work Orders
If you have several, similar work orders, you can link them together to help your team see the full story of the work order
Written by
Ben On
Updated over a week ago
How to Duplicate Work Orders
You can duplicate work orders if you are reusing a lot of the same elements and create new work orders more quickly!
Written by
Ben On
Updated over a week ago
How to Create an Invoice
You can create an invoice in UpKeep to download or print by billing your customer for a work order
Written by
Peter Kim
Updated over a week ago
How to Bookmark your Work Orders
Keep an eye on important work orders or use them for offline mode!
Written by
Ben On
Updated over a week ago
How to Use UpKeep Offline
You and your team can continue to work in areas that do not have sufficient internet connection!
Written by
Ben On
Updated over a week ago
Preventive Maintenance
Multi Asset PM Trigger FAQ
Frequently asked questions and answers
Written by
Candice Ray
Updated over a week ago
How to Create and Manage Preventive Maintenance (PM) Triggers
Learn to create and manage your PM triggers to maximize your team's efficiency!
Written by
Jason Visenberg
Updated over a week ago
Multi Asset PM Trigger Set Up
How to set up and edit PM triggers for multiple assets
Written by
Candice Ray
Updated over a week ago
How to Edit your PM Trigger Creation Cadence
Learn to control when your work orders from a preventive maintenance trigger show up in your list!
Written by
Ben On
Updated over a week ago
How to Stop a Preventive Maintenance Trigger
If you no longer need your PM trigger to keep generating new work orders, you can stop it from continuing!
Written by
Ben On
Updated over a week ago
Meters
Basic Understanding of Meters
What is a meter? What is it used for? How to use it? etc...
Written by
Bradford Risbert
Updated over a week ago
How to Create Meters
In this article, we will explain how to create meters in UpKeep, enter Meter readings, and set up Work Order Triggers
Written by
Joseph Schmitt
Updated over a week ago
How to Enter in Meter Readings
With our Meter feature, you can quickly schedule work orders according to meter readings. We can measure mileage and other measures.
Written by
Joseph Schmitt
Updated over a week ago
How to Create Meter Work Order Triggers
Automatically generate a work order based on your meter readings!
Written by
Ben On
Updated over a week ago
How to Create Custom Meter Categories
Categorize your meters!
Written by
Ben On
Updated over a week ago
How to Export Meter Reading History
Report your meter readings by exporting the reading history to a PDF file
Written by
Ben On
Updated over a week ago
Requests
Admins: How to Create and Manage Work Order Requests
For admins, learn to manage the work order requests that are submitted from your team!
Written by
Ben On
Updated over a week ago
How to Edit Your Request Forms
With UpKeep we have the ability to edit our Request Forms so that we can get the information we desire to best create a Work Order
Written by
Renee Hernandez
Updated over a week ago
Requester Users: How to Submit and Manage Work Requests
This article is primarily for requester users and how they can submit requests into UpKeep and check on the status of their requests
Written by
Ben On
Updated over a week ago
How to Utilize your Company Request Portal
Learn to utilize your public request portal!
Written by
Ben On
Updated over a week ago
How to Introduce your Team to the Request Portal (template)
Adopting a new system can be difficult and confusing - use this template to introduce the Request portal and be set up for long term success
Written by
Jason Visenberg
Updated over a week ago
Purchase Orders
How to Create and Manage Purchase Orders
Purchase orders, purchase requests, and the PO flow
Written by
Ryan Chan
Updated over a week ago
How to Set your Purchase Order Start Count
Use the purchase order numbers you desire by setting the Start Count!
Written by
Ben On
Updated over a week ago
How to Create Custom Purchase Order Categories
Create purchase orders and categorize them for reporting purposes and identify trends
Written by
Ben On
Updated over a week ago
How to Filter your Purchase Orders
Filter your purchase orders so you can export them onto a CSV spreadsheet and find what you are looking for!
Written by
Ben On
Updated over a week ago
Legacy How To's
Legacy Import Parts
How to Import Parts based off an ID (not recommended)
Written by
Candice Ray
Updated over a week ago
How to Migrate Legacy Asset Custom Properties to New Asset Custom Fields!
Learn to convert your legacy custom properties to our new Custom Fields for more functionality!
Written by
Candice Ray
Updated over a week ago
Legacy - Import PM Triggers
How to create a PM trigger with and ID (Not Recommended)
Written by
Candice Ray
Updated over a week ago
Legacy - Asset Importing
How to create New Assets using ID number (Not Recommended)
Written by
Candice Ray
Updated over a week ago
Legacy - Bulk Update PM Triggers
How to Update PM Triggers via Bulk with ID (Not Recommended)
Written by
Candice Ray
Updated over a week ago
Legacy - Bulk Update Assets
How to update your Assets based on ID and not name
Written by
Candice Ray
Updated over a week ago
Legacy Recurring Work Orders and how to stop them
Learn how to stop Legacy Repeating work orders
Written by
Joseph Schmitt
Updated over a week ago
Other How To's
How to Use the Multi-Site Module
Access multiple sites/UpKeep accounts on a single account!
Written by
Ben On
Updated over a week ago
How to Use Automated Workflows
Learn to set up custom automated workflows to double productivity and efficiency!
Written by
Jason Visenberg
Updated over a week ago
How to Upload Files to UpKeep
Learn to upload photos, PDFs, and MP4 files to your UpKeep account
Written by
Ben On
Updated over a week ago
How to Set Up Webhooks
Set up two way integrations with UpKeep using webhooks
Written by
Ryan Chan
Updated over a week ago
Mobile: the Multi-Site Module & How to Switch Between Sites
This article goes over how to use the multi-site module and switch between sites on the mobile apps for iOS and Android!
Written by
Ben On
Updated over a week ago
Mobile App - Notifications Hub
Seamlessly navigate from the notifications hub into your work orders to save time otherwise spent searching for those work orders!
Written by
Ben On
Updated over a week ago
Single Sign On ( SSO)
Verifying SSO using Azure SSO for UpKeep
This document is to help verify the Azure SSO settings and the corresponding UpKeep settings
Written by
Ryan Chan
Updated over a week ago
How to set up Single Sign On with ADFS
Verifying SSO using ADFS for Upkeep
Written by
Ryan Chan
Updated over a week ago
How to set up Single Sign On (SSO) - Okta
Setup instructions using Okta as a SSO provider
Written by
Ryan Chan
Updated over a week ago
How to set up Single Sign On (SSO) - Google SAML
Written by
Ryan Chan
Updated over a week ago
API ( For Business Plus users)
UpKeep API Documentation
On the Business Plus plan, users have access to UpKeep's open APIs.
Written by
Ben On
Updated over a week ago