Using UpKeep - General How To's

Common How To's and Tutorials

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 Orders

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