Step-by-Step: Creating a New Work Order
Follow these steps to efficiently log a new maintenance task in Basementgrid:
Step 1. Initiate a New Work Order
Tap the "+" icon on the app's bottom bar and choose Work Order
Step 2: Enter Work Order Details
Title (Required): Provide a concise and descriptive title for the work order (e.g., "Leaky Faucet in Unit 4B," "HVAC Maintenance - Server Room," "Broken Window - Main Office"). Keep your title concise – it's limited to 140 characters for clarity. You can always add more details in the comments.
Location: Select the specific location where the work needs to be done. You can choose from your list of pre-defined locations.
- Tip: If it's a sub-location (e.g., a specific unit within a building), make sure to select the most precise location.
Asset (Optional, but Recommended): If the work order relates to a specific piece of equipment (e.g., a boiler, elevator, or a specific appliance), select the relevant asset from the list associated with the chosen location. This links the work order directly to the asset's history.
Assigned To: Assign the work order to an internal tech or external vendor.
- Instant Notification: When a work order is issued, they will receive an instant notification, ensuring quick awareness and response.
Estimated Cost: If no cost, please enter "0"
Due Date (Optional): If there's a deadline for the completion of the work, set a due date.
Attachment (Optional, but Recommended): Tap to add a photo, or document such as manuals, schematics, or previous repair invoices that might aid in resolving the work order. Attaching photos (e.g., of the damage, the asset, or the area) provides crucial visual context for the assigned individual, saving time and preventing misunderstandings.
Step 3: Create and Issue
Once you've filled in all the necessary details, tap "Create and Issue" to finalize the work order.
What Happens After Issuing a Work Order?
Once issued, your work order becomes an active task in Basementgrid:
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Visibility: It will appear in the "Work Orders" list, visible to all authorized users.
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Notifications: Assigned individuals will receive instant alerts (based on their notification settings).
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Collaboration: Team members can now open the work order to add comments, update the status, upload more photos, or log time and expenses.
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Tracking: You can easily monitor its progress from "Enroute" to "In Progress" to "Completed."
Congratulations! You've just taken a key step in streamlining your maintenance operations. By consistently creating work orders in Basementgrid, you'll gain unparalleled control and insight into your property management tasks.
