Where work orders come from
- From a request, which is the usual case: open the request and click "Convert to work order".
- From scratch, for work that does not come from a problem: an improvement, an installation, a one-off inspection.
- Automatically, generated by a preventive maintenance plan on the day it is due.
The life cycle of a work order
| Status | What it means | Who does it |
|---|---|---|
| Open | Created, not started yet | — |
| In progress | The technician has tapped "Start work" | Technician |
| On hold | Stopped for a reason: a part is missing, an external contractor has to come | Technician |
| Completed | Work done, with a closing summary | Technician |
| Validated | The supervisor has signed off on it | Supervisor or administrator |
| Cancelled | Not going to be done, and the reason is on record | Supervisor or administrator |
Two rules keep reports from being empty: from "on hold" you cannot complete without resuming first, and completing requires writing a closing summary and having every mandatory checklist item ticked.
What happens inside a work order
- Checklist: the points to go through, ticked with one tap without reloading the page. Mandatory items must be done before closing. Checklist templates are defined once in Settings and reused.
- Time tracking: minutes and date, or a stopwatch you start and stop. Time entries cannot be edited or deleted; if you make a mistake, you add another one. That is what makes actual time a reliable number.
- Photos and documents: before and after, the delivery note for a part, the nameplate.
- Signatures: the technician's and the acceptance signature of whoever receives the work, drawn with a finger on the screen.
- Conversation: comments between technician and supervisor inside the work order itself, not in a separate chat.
- Meter readings: when closing, the technician can record the asset's meter (running hours, mileage) right there.
- History: every status change is recorded with its user and its time.
The work order report (PDF)
As soon as the work order is completed or validated, the download button appears. The report carries the work order data, the time entries, the checklist with who ticked each item and when, the summary, the photos and both signatures. It is the document you hand to the customer or file for an audit.
The closing email supervisors receive also carries a download link for the report that expires after 14 days, so it can be saved without logging in.
Can I split a work order between several technicians?
A work order is assigned to one person, who is responsible for closing it, but anyone who takes part can log time on it. If the job involves two different trades, the usual approach is to create two work orders.
What if I log the wrong time?
You add another time entry with the correct figure and explain it in a comment. Time entries are immutable on purpose: it is what makes actual time worth anything.
Is the signature legally valid?
It is a handwritten signature captured on screen, with the signer's name and the date and time, embedded in the report. It serves as evidence of acceptance in the same way a signature on a paper delivery note does; it is not a qualified electronic signature.
Can I categorize work orders?
Yes. Each company defines its own work types in Settings (corrective, preventive, inspection, improvement… whatever fits), and the lists can be filtered by type, site, location, priority and contractor.
Screenshots show the current interface, which is in Spanish. An English interface is on the roadmap; read where it stands.
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