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Create Work Orders - Assign Maintenance Tasks to Teams

How to Create a Work Order

Create work orders to assign maintenance tasks, repairs, or inspections to your team.

Quick Summary

Click Create Work Order in the top right of the Work Orders page. Fill in the title, location, assignee, and due date, then click Create.

Before You Begin​

Requirements
  • You must have create permission for work orders
  • At least one location must exist in your organization
  • At least one team member must be available to assign

Step-by-Step Guide​

Step 1: Open the Work Order Form​

  1. From the left sidebar, click Work Orders
  2. Click the Create Work Order button in the top right corner

Step 2: Enter Work Order Details​

Fill in the required information:

FieldRequiredDescription
TitleYesBrief description of the task (3-255 characters)
LocationYesWhere the work will be performed
Assign toYesWho will do the work (users or teams)
PriorityNoUrgency level: None, Low, Medium, or High
DescriptionNoDetailed explanation of the task (20-255 characters)
Use Clear Titles

Write specific titles like "Replace HVAC filter in Room 201" instead of vague descriptions like "Fix AC".

Step 3: Set Schedule and Timing​

Start Date

  • Select when the work should begin
  • Default: Today at 9:00 AM (your organization's timezone)

Estimated Duration

  • How long the work should take
  • Enter a number and select hours or days
  • Default: 2 hours

Due Date

  • When the work must be completed by
  • Default: Today at 5:00 PM
  • Check Notify to alert assignees before the due date
SLA Templates

If your organization uses SLA templates, the due date may be calculated automatically based on priority level. You'll see a lock icon next to the due date field.

Step 4: Add Assignees​

  1. Click the Assign to dropdown
  2. Search for team members or teams
  3. Select one or more assignees
  4. Selected assignees appear as tags below the field

You can assign work orders to:

  • Individual users — Specific team members
  • Teams — Entire teams (all members notified)
  • Multiple assignees — Any combination of users and teams

Step 5: Attach an Asset (Optional)​

Link the work order to specific equipment:

  1. Click the Asset field
  2. Start typing the asset name
  3. Select the asset from the dropdown

This helps track maintenance history for each asset.

Step 6: Add SOP Procedure (Optional)​

Attach a Standard Operating Procedure form:

  1. Click the SOP Procedure dropdown
  2. Select an SOP form from the list
  3. The technician will complete this checklist when finishing the work order
note

SOP forms ensure consistent procedures and compliance documentation.

Step 7: Enable Time Tracking (Optional)​

Track how long the work actually takes:

  1. Toggle Track time to enable
  2. Choose tracking method:
    • Automatic — Timer starts when status changes to In Progress
    • Manual — Technicians log time manually
Plan Requirement

Time tracking is available on Basic plan and above.

Step 8: Upload Files (Optional)​

Attach photos, documents, or manuals:

  1. Click Upload in the Files section
  2. Select files from your computer
  3. Files appear in the list with download options

Step 9: Create the Work Order​

  1. Review all entered information
  2. Click the Create button
  3. The work order is created and assignees are notified
Success

You'll see the new work order in your list. Assignees receive a notification with the work order details.

Field Reference​

Required Fields​

FieldValidationNotes
Title3-255 charactersBe specific and descriptive
LocationMust select oneRequired for access control
Assign toAt least oneCan be users or teams

Optional Fields​

FieldDefaultNotes
PriorityNoneAffects SLA deadlines if configured
DescriptionEmptyAdd detailed instructions
Start DateToday 9:00 AMOrganization timezone
Due DateToday 5:00 PMCan be auto-calculated by SLA
Estimated Duration2 hoursFor planning purposes
AssetNoneLinks to equipment record
SOP ProcedureNoneAttaches checklist form
Time TrackingEnabledIf available on your plan

Real-World Examples​

Example 1: Urgent Water Leak​

Situation: A tenant reports a water leak in Restroom 3B that needs immediate attention.

Solution:

  1. Click Create Work Order
  2. Enter title: Water leak under sink - Restroom 3B
  3. Select Location: Building A > Floor 3 > Restroom 3B
  4. Set Priority: High
  5. Assign to: Plumbing Team (so the first available plumber responds)
  6. Set Due Date: Today, end of day
  7. In Description, add: "Tenant reported water pooling under sink. Check pipe connections and repair as needed."
  8. Upload a photo of the leak if available
  9. Click Create

Result: The plumbing team is immediately notified. The first available plumber accepts and heads to the location. You can track progress from your dashboard.

Example 2: Scheduled HVAC Maintenance​

Situation: You need to schedule routine filter replacement for an air conditioning unit.

Solution:

  1. Click Create Work Order
  2. Enter title: Replace air filter - HVAC Unit AC-201
  3. Select Location: Building A > Mechanical Room
  4. Set Priority: Low (routine maintenance)
  5. Assign to: John Smith (your HVAC specialist)
  6. Asset: Select the AC-201 unit from the dropdown
  7. SOP Procedure: Select "HVAC Filter Replacement Checklist"
  8. Start Date: Next Monday at 9:00 AM
  9. Due Date: Next Monday at 5:00 PM
  10. Enable Track time for labor cost tracking
  11. Click Create

Result: John receives a notification about the scheduled work. When he completes it, he'll fill out the SOP checklist, and the work is logged to the asset's maintenance history.

Example 3: Multi-Team Collaborative Work​

Situation: A conference room renovation requires both electrical and carpentry work.

Solution:

  1. Click Create Work Order
  2. Enter title: Conference Room 101 - Install new display and cabinet
  3. Select Location: Building B > Floor 1 > Conference Room 101
  4. Set Priority: Medium
  5. Assign to:
    • Electrical Team (for display installation)
    • Mike Johnson (your carpentry specialist)
  6. Estimated Duration: 4 hours
  7. In Description: "Install 65-inch display on wall mount. Build custom cabinet underneath for equipment. Coordinate timing between electrical and carpentry."
  8. Due Date: End of week
  9. Upload the room layout diagram
  10. Click Create

Result: Both teams are notified and can coordinate their work. The work order serves as the central communication hub for the project.

What Happens Next​

After creating a work order:

  1. Assignees are notified — They receive an in-app and/or email notification
  2. Work order appears in lists — Visible on the Work Orders page and assignees' task lists
  3. Status is Open — Assignees can accept and begin work
  4. Due date tracking begins — System monitors for overdue work orders

Need help? Contact Infodeck Support

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