🚀 Creating a Work Order in Basementgrid

Essential Steps for Organization

Written by John Philip

Updated 1 week ago

This guide outlines the most basic steps required to create and organize a maintenance work order (WO) effectively using the Basementgrid app.

By focusing on the essentials (Title, Location, and Procedure), you can quickly dispatch a job. By adding organizational details (Priority, Labels, etc.), you make the work order easier to track and search for later.

Phase 1: The Essential Dispatch Steps

These steps are critical for the immediate dispatch and completion of the work. Title, Location, and Procedure are the most essential elements.

Step 1: 🆕 Open the New Work Order Page (Start Smart!)

In the App: You can initiate a new work order from several primary locations for maximum efficiency:
- Navigate to the "+" button at the bottom bar of the Home Page and select Work Order.
- Start directly from a Location Page or an Asset Page to pre-fill the location and equipment details (Steps 3 and 4).
- Scan the associated QR code on an asset or location with your device. This is the fastest method to ensure the Location or Asset will be prefilled immediately (Steps 3 and 4).

Tip: Utilizing the QR code or starting from the Asset/Location page is the most efficient way to link the job to the correct place immediately.

Step 2: ✍️ Enter What Needs to be Done (Title)

Clearly articulate the issue in the description field. This is the main title and core description of the problem.

What is the problem? Use the primary description field to detail the symptoms (what you see, hear, or smell). Be specific and factual.

Step 3: 📍 Choose the Specific Location

Select the exact Location from your property list within the WO creation screen. This ensures the technician knows exactly where to go. (This step is often skipped if you started from a Location page or scanned a QR code.)

Step 4: 🔗 Link to an Asset (if it Applies)

If the work is on a specific piece of equipment (e.g., Boiler, Elevator), use the system to Link to an Asset.

Tip: Linking the asset provides the technician with the asset's history and relevant manuals. (This step is often skipped if you started from an Asset page or scanned an Asset QR code.)

Step 5: 📝 Edit Procedure by Adding Related Forms

This step helps manage compliance and payment.

Suggested Forms: Use the procedure or linked forms feature to include required closure documents, such as:
- Lift Servicing Report or Fire System Servicing Report.
- Vendor Invoice Submission Form.

Phase 2: Organizing for Easier Searching and Reporting

While the essential steps are enough to get the job done, if you would like to organize them so that you can search more easily, track reporting, and filter lists, then you can edit the following details in the Work Order Details section:

Priority: Set the urgency (e.g., High, Low) for sorting the job list.
Labels (or Tags): Use custom labels (e.g., Plumbing, Tenant Issue, Insurance Claim) to categorize the work for powerful filtering.
Linked Work Orders: Connect related jobs (e.g., linking a Repair WO to a larger Inspection WO).
Due Date: Set a clear deadline to help technicians manage their schedule.

Key Benefit: Seamless Vendor Dispatch

By diligently completing the location and asset information, you activate one of Basementgrid's primary benefits:

If you have set up the location or asset appropriately, the assigned vendors would be informed immediately via app notification and email, allowing them to receive the job details and attend to the fault without further manual contact from the property manager.

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