Learn to Create Work Order

This is where you transform identified issues, maintenance needs, or service requests into actionable tasks for your team or vendors.
JP
Written by John Philip
Updated 1 day ago

Step-by-Step: Creating a New Work Order

Follow these steps to efficiently log a new maintenance task in Basementgrid:

  1. Initiate a New Work Order:

    • Tap the "+" icon on the app's bottom bar.

                      Home page

  2. Enter Essential 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.
    • Due Date (Optional): If there's a deadline for the completion of the work, set a due date.

    • Assigned To (Optional, but Recommended): Assign the work order to a specific team member or an external vendor.

      • Instant Notification: When a work order is assigned to a team member, they will receive an instant notification, ensuring quick awareness and response.

      • Tip: If you've previously assigned a default vendor to the location, they might be automatically pre-selected here.

    • Labels: Add labels (e.g., "Plumbing," "Project") to group related work orders. This makes them easier to find and reference, especially when creating customized views for quick access.
    • Photo (Optional, but Recommended): Tap to add a photo. 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.

    • Attachment (Optional): Upload any relevant documents, such as manuals, schematics, or previous repair invoices that might aid in resolving the work order.

  3. Save Your Work Order:
    • Once you've filled in all the necessary details, tap "Create" to finalize the work order.
You can adjust additional fields like priority, type, and vendor anytime by accessing the work order details.

What Happens After Creating a Work Order?

Once created, your work order becomes an active task in Basementgrid:

  • Visibility: It will appear in the "Work Orders" list, visible to all authorized users.

  • Notifications: Assigned individuals will receive instant alerts (based on their notification settings).

  • Collaboration: Team members can now open the work order to add comments, update the status, upload more photos, or log time and expenses.

  • Tracking: You can easily monitor its progress from "Open" 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.

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