Following this process ensures clear communication with the Property Manager and keeps records accurate.

Phase 1: Accepting and Scheduling the Work Order

Once the Property Manager assigns a work order, you will receive an immediate notification (via the app and/or email). Before heading to the site, follow these critical steps:

1. Review the Work Order and Adjust the Due Date

• Default Due Date Warning: The system default may set the due date to within 24 hours of creation. This is often inaccurate for vendor scheduling.

• Action: Immediately open the WO details and change the Due Date to reflect the actual planned service date and time. This prevents the WO from being prematurely flagged as 'Overdue' in the system.

2. Assign the Work to the Specific Worker

• Action: Use the Assign To function in the WO details to select the technician on your team who will be performing the work.

• Why this matters: This is essential for accountability. The assigned worker can now view the work order on their own Basementgrid app interface and will be responsible for updating the procedure steps.

3. Update Status (Optional but Recommended)

• Change the WO Status from "New" to "In Progress" to let the Property Manager know the job has been scheduled and is moving forward.

Phase 2: Completing the Work and Documentation

The technician performing the work should use the Basementgrid app on-site to execute the steps and finalize the documentation.

4. Update the Procedure Section (Timestamping & Forms)

• The Procedure section is a dedicated area within the work order where the worker must log their activities for billing and compliance.

  • A. Timestamp the Start Time: Upon arrival, the worker must use the app to timestamp the start work time. This formally logs when the service began.

  • B. Complete Work and Check Off Tasks: As the work is completed, the assigned worker must check off any tasks listed in the procedure.

  • C. Complete All Forms: Fill out and submit any linked required completion forms (e.g., Lift Servicing Report, Vendor Invoice Submission Form) that the Property Manager attached.

  • D. Timestamp the End Time: When the work is complete, the worker must use the app to timestamp the end work time. This logs the total labor time accurately.

5. Automatic Status Change to Completed

• Action: Once the technician has completed the entire procedure (timestamped both start and end times, and submitted all required forms in Step 4).

• Result: The status of the work order will automatically be changed to Completed. This signals to the Property Manager that the job is closed and ready for their final review and approval for payment.

Key Communication: Handling Updates and Delays

Should you encounter any matters to update or a delay for that matter, immediate communication is key to maintaining trust and managing expectations.

By leaving a comment in the work order, the Property Manager is immediately informed via notification, keeping all correspondence directly tied to the specific job record.