Work Orders & Maintenance Requests

A Work Order is the actual job record — assigned, worked, and tracked for labor and parts cost. A Maintenance Request is a lighter-weight intake form for reporting a problem, meant for triage before it becomes a real Work Order — useful when whoever spots the issue shouldn't (or can't) create a full Work Order themselves. Both live under CMMS in the sidebar — Work Orders and Requests respectively.

Click + New Work Order. Fields: Title (required), Priority (Low / Medium / High / Critical — not “Urgent”), Type (Reactive / Preventive / unspecified), Category (multi-select), Asset or Vehicle, Scheduled Date (hides the work order from lists until that date arrives), Assigned To (multi-select), Due Date, Description, and an optional Recurrence (Daily / Weekly / Biweekly / Monthly / Quarterly / Yearly — see Recurring work orders).

Both Done and Skipped can be reopened back to Open with a single click if something was closed by mistake.

When a Work Order with a Recurrence is marked Done, the next one is created automatically — whether it was completed from the web app, the crew app, the API, or an automation. A “Next work order scheduled for …” message confirms it when you complete it in the web app, and the new one appears in the list right away.

• Due date: follows a fixed calendar set by the series' first due date, so it never drifts. A monthly series first due on the 31st stays on the 31st (clamped to Feb 28/29 in short months and back to the 31st afterwards). Completing late doesn't move the schedule, and any occurrence that has already passed in your organization's timezone is skipped rather than creating a work order that is overdue the moment it appears. If you deliberately change a work order's Due Date to a different day, the series follows the new day from there. If the first one had no Due Date, the schedule starts from the day it was completed. The Scheduled Date keeps its original lead time before the new Due Date.
• What carries over: title, description, priority, type, categories, asset or vehicle, assignees, and the recurrence itself. The new one starts at Open with its own work order number.
• What doesn't: parts, labor, and vendor charges on the Costs tab. Parts are left off on purpose — adding a part deducts it from inventory, and the next occurrence may be weeks away. Add parts when the work is actually done.
• Multi-asset work orders recur as a whole: completing the parent creates a new parent with a fresh sub-work order for each of its assets.
• One next occurrence per work order. Reopening a completed recurring work order and marking it Done again doesn't create a second copy, and neither does re-completing one whose next occurrence you deleted.
• To end a series, edit the current work order and set Recurrence to “Does not repeat” before completing it. A deleted work order never generates a next one.

There are two separate ways a request gets created — worth knowing both:

• In-app, for admins/managers/staff: CMMS > Requests > + New Request — title, priority, optional asset/vehicle, description.
• A no-login submission path — the actual “anyone can flag a problem” story. A branded public form (linked by your org's own slug) and an internal field-repair-request page both feed the same submission handler, requiring no CMMS access at all. New submissions email your org's admins/managers automatically (if that notification preference is on).

The Convert to Work Order button only appears once a request reaches Approved — that's the real triage gate. Converting creates a new Work Order (always typed Reactive) carrying over the title, description, priority, and asset link, and flips the request to Converted to WO, a terminal state with a link back to the resulting Work Order.

Planned, recurring maintenance programs are driven by PM Schedules (CMMS > PM Schedules) — a work order's own Recurrence setting is the lightweight alternative for a single repeating task. See the Preventive Maintenance Schedules guide for the full mechanics. In short: generating work orders from a schedule is a manual button click by default, but an Automations rule can make it fire automatically ahead of the due date without anyone clicking anything.

A Work Order's Costs tab has a Labor section: technician name (free text, not linked to a user account), a description, hours, and an hourly rate — each entry rolls up into a running labor total for the work order.

Adding a part to a Work Order's Costs tab decrements that part's quantity on hand immediately — this is the normal, expected way stock goes down, independent of (and usually before) any formal receiving. Removing a part restores the quantity; editing the quantity applies the difference. Using a part on a Work Order also auto-links it to that asset going forward, so it shows up as a “commonly used” part the next time.

The shortfall isn't forgotten. The work order line remembers how many units it actually took out of stock, so the gap (“used 3, only 1 was on hand”) is tracked. This is the usual case when a Work Order is built before the Purchase Order for the part has been received. Three things happen:

• The part shows an amber “N used before received” badge in the Parts list and in its detail sheet, where a notice lists which Work Orders are short and by how much. The Parts list also has a “Used before received” stock filter to see every affected part at once.
• Admins, managers, and purchasers get an in-app notification (Part Used Before Received) so someone can check the count or chase the open PO. The person who added the part is not notified of their own action.
• When the part is later received, the short units come straight off the incoming stock (oldest Work Order first), so quantity on hand ends up correct without anyone adjusting it by hand. Each one is recorded in the part's audit trail as “used N on WO-…”, and the badge clears.

Deleting the line, or lowering its quantity, only returns the units that were really taken from stock — never the full quantity.

A Requisition can be linked back to the Work Order that needed it — but today that link only gets created through the public API or a Zapier automation, not from a button inside the Work Order screen itself. If you're creating requisitions by hand from inside a Work Order's detail panel, there's currently no field to set that connection; the underlying data model supports it, the in-app form just doesn't expose it yet.

• A parent Work Order can't be completed until every sub-work-order is Done or Skipped. If a multi-asset Work Order won't let you mark it done, check for an open sub-work-order first.
• Priority is Low / Medium / High / Critical — if you're looking for an “Urgent” option, it doesn't exist; Critical is the top tier.
• Work Order, Maintenance Request, and Requisition numbers all use different prefixes (WO-, MR-, REQ-). Work order numbers count up per organization each year (WO-2026-000123).