The Basementgrid Work Order flow is designed to create a transparent, digital audit trail for every maintenance task. This ensures accountability for the building management (MCST) and provides indisputable "Proof of Work" for vendors to get paid faster.
The 5 Stages of a Work Order
| Stage | Status | What is happening? | Vendor Action Required |
| 1. Approval | Pending | Awaiting Sign-off | The amount is above threshold and requires Approver's approval. | None |
| 2. Issuance | Pending | Issued | A work order has been created and assigned to your company. | Assign a specific Technician. |
| 3. Scheduling | Pending | Enroute | The job is confirmed and needs a technician assigned. | None |
| 4. Execution | In Progress | The technician is on-site performing the repair or maintenance. | Technician must Clock In (GPS verified) and complete the procedure. |
| 5. Verification | Review | The job is finished by the tech and is awaiting manager approval. | None (unless flagged). Ensure all photos and forms are clear. |
| 6. Payment | Completed | Pending Invoice | The work is verified. | Proceed to Submit Invoice as per the agreed terms. |
| 7. Closure | Completed | Paid | The digital audit trail is closed and the work order is paid. | None |
Key Milestones in the Flow
The "Digital Handshake" (dispatch)
When a work order is issued, it sits in "Pending Dispatch." Dispatching the work order to your technician promptly ensures the building management knows the issue is being addressed.
The On-Site Evidence (Execution)
This is the most critical phase for your technicians. To move a work order from "In Progress" to "Review," the technician must:
-
Clock In: Captures the GPS location and start time.
-
Complete Procedure: Captures the required photos, videos, and checklist data.
Handling "Flagged" Work Orders
If the building manager finds that the photo evidence is blurry or the GPS coordinates do not match the site, the work order may be Flagged.
-
You will receive a notification.
-
You must provide the missing information or clarification to move it back to "In Progress | Rework"
Benefits of the Automated Flow
-
Zero Paperwork: All logs, timestamps, and photos are stored in one digital file.
-
Faster Approvals: Verified GPS and photo data reduce the need for manual site inspections by the manager.
-
Dispute Resolution: If a tenant claims a job wasn't done, the Basementgrid audit trail provides the "Golden Thread" of evidence to protect your reputation.
