• Click on the Add Category link.
• Enter in the category title.
• Enter in a description (optional).
• Type in at least one subcategory.
• Hit Enter Info.

To edit a category or subcategory:

• Click on Categories.
• Click on the category hyperlink.
• Make your edits - to resort the order of the sub cats, type in the sort #
• Hit Save.

To delete a category and its subs:

• Follow the steps for editing a category.
• Select the checkbox at the end of the form 'To delete category and subcat...'
• Hit Save.

To manually enter in a Work Order Request:

• Click on Create Work Order.
• Problem From: Choose a Staff Person.
• Location - Select a location and room number.
• Current Status - Determine the status.
• Assign maintenance staff.
• Enter in an Asset Tag # or Equipment # (optional).
• Select the Activation Date.
• Enter in a due date (optional).
• Under Details, choose a category and subcategory (these are setup under Categories).
• Enter in the work order problem description.
• Enter in internal comments that are only seen by other Work Order staff (optional).  
• Hit Save.

Please note:  More activation dates and recurring dates can be added on the bottom of the form.

Once the request has been added, the following features are available:

• Setting a priority to the tech request.
• Emailing the technician of the request.
• Enter in comments for the staff member to read.
• Hours tab - enter in the technician hours.
• Billing tab - enter in billing details, budget code and amount.
• Worksheet tab - printable worksheet to handout to technicians.
• Review tab - review the tech request details and print if necessary.
• Delete - delete the tech request. This is not recoverable if deleted.

The Issues area allows you to view and edit any open, denied, in progress, completed, hold or future order.

Search for an order:

You can search for an order by status, location, maintenance staff, month and year. Select from the drop downs and hit Show.  An advanced search feature is also available by clicking the Advanced Search link for more options.

Note: Open records ignore year criteria.  

Print multiple work order requests:

• Select the status, location, maintenance staff, month and year.
• Hit Show.
• Select the checkbox of the orders you'd like to print.
• Hit the Print button under Print Work Order Requests.

Change Status:

You can change the status of orders all at one time.

• Select the status, location, maintenance staff, month and year.
• Hit Show.
• Select the checkbox of the orders to change.
• Choose the New Status under the Change Work Order Requests area.
• Hit Change Status.

Assign Work Order Requests to Maintenance Staff en masse:

You can assign multiple orders to maintenance staff.

• Select the status, location, maintenance staff, month and year.
• Hit Show.
• Select the checkbox of the orders, choose the technician under the Assign Work Order Requests area.
• Select yes or no to email the technician.
• Update the status.
• Hit Assign.

Edit an order:

To view or edit an individual order, click on the details link. In this area, you can update the status, assign a priority level and technician as well as update the category. Comments for staff view or internal only can be added here also. Hit Save when finished.

Email Maintenance Staff

You can select to email maintenance staff on a work order as well as other people. Click on the 'click here to send additional emails link under Lead Technician in a work order. Multiple requests can be assigned to a technician and an email can be sent to the technician about the multiple requests.

Hours tab - to add hours to the order, click on the Hours tab. Enter in the time and whether it's regular or overtime. Hit Save.

Vehicles tab - select the vehicle, enter in the miles driven and date. Hit Save.

Billing tab - You can add up to 4 descriptions, budget codes and amounts at a time. A new report has also been created called Billing by Location.

Worksheet/Review tab - to print the individual order, click on the Review or Worksheet tab.

To delete an order, click on the Delete tab.

When setting up the Work Order system, you'll want to first indicate the maintenance staff. The list pulls from the Staff Directory, therefore, if you do not see a name, you must first add them to the Staff Directory module via Add Staff.

• Select the maintenance staff from the list by selecting the checkbox next to their name.
• Scroll down to the end of the form and hit Save.

Available reports:

1. Billing By Location Report - Amount Billed By Location
2. Hours By Category Report - Hours Reported By Category
3. Hours By Location Report - Hours Reported by Location
4. Hours By Technician Report - Hours Reported By Technician
5. Status Report - List of requests, by status
6. Vehicle Mileage Report - Miles Driven per Vehicle

If you do not see a report that meets your needs, please contact support.

Adding Rooms

• If you would like to assign Rooms to each location, click on the appropriate location link.
• Enter in the Room number or description (i.e. cafeteria, gym) and hit Save. These will appear in a drop down menu on the Work Order form for staff.

Rooms can be set to inactive status which will prevent reservations. This is helpful if the room is under construction or temporarily unavailable.

To set the inactive status:

• Click on a particular room to edit
• Select the Not Shown checkbox
• Hit Save

To setup the vehicles used for the work orders:

• Click on Vehicles.
• Enter in the vehicle name or type in the text field.
• Select the status of the vehicle.
• Hit Save.