Creating a work order

A work order is the main record for getting maintenance work done in MaintenanceOps. It keeps the problem, location, responsibility, progress, and history together from the moment work is reported until it is completed.

The fastest good work order

If you’re in the field and need to move quickly, capture what needs attention, where it is, and what the technician needs to know. Those three details make the work order useful immediately.

Create a work order

1. Open Work orders from the sidebar.
2. Select New work order.
3. Enter a clear Title.
4. Add a Description with the information someone needs to understand the problem.
5. Choose the Priority, Category, and Location when they apply.
6. Add a Due date if the work needs to be completed by a specific date.
7. Assign the work now, or leave it unassigned for later.
8. Review the information and create the work order.

Once saved, MaintenanceOps gives the work order a unique number and begins recording its history.

Write a useful title

Keep the title short enough to scan in a list, but specific enough that your team knows what the job is without opening it.

Instead of	Use
HVAC	Replace HVAC filter in Room 204
Light	Replace flickering hallway light near Room 112
Plumbing	Investigate leaking sink in preschool restroom

Add the details that matter

• Description — explain what’s wrong, where the problem is, and anything the person doing the work should know.
• Priority — use high, medium, or low to help the team decide what needs attention first.
• Category — identifies the type of work and helps organize reporting. Categories are configured by your administrator.
• Location — connects the work order to the building, room, or other location where the work is happening.
• Due date — sets the expected completion date and drives overdue tracking.

Priority is not the same as due date

Priority helps the team decide what should receive attention first. A due date says when the job is expected to be completed. Use both when both pieces of information matter.

Build a checklist with AI

After entering the title and description, ✦ Suggest procedure can draft a step-by-step checklist for the job. Review the suggested steps, edit anything that doesn’t fit your situation, and then save them with the work order.

Review AI-generated procedures

AI suggestions are a starting point, not a safety procedure or manufacturer instruction. Review every step for your equipment, site conditions, and applicable safety requirements before using it.

Create work for someone else

Every work order has a Requestor — the person the work is being done for. It normally defaults to you.

Managers and administrators can change the requestor when entering work on behalf of someone else, such as a staff member who called in a problem. Setting the correct requestor also helps MaintenanceOps keep that person informed as the work moves forward.

See Requests and approvals for the request workflow.

Assign the work

You can assign a technician while creating the work order or leave it unassigned until someone is ready to take it.

See Assigning and transferring work for assignment options.

If you don’t see New work order

Creating work orders is controlled by the Submit work orders permission. Most users have this permission by default. If New work order isn’t available, your administrator may need to review your permissions.

Administrators can learn more in Users and roles.

What happens next

After the work order is created, the next useful place to go is Work orders. From there you can see your queue, open the new job, assign it, and update its status as work progresses.

Next steps

1. Find the work in your queue → 2. Assign or transfer it → 3. Keep the status current → 4. Track time, parts, and purchases