Work Orders offer a robust way to log completed Service Tasks and Issues - the routine Preventative Maintenance and one-time repairs that are performed on Fleetio vehicles.

Work Orders offer greater detail and workflow management options than Service Entries. Service Entries are typically logged after completion, while Work Orders allow you to capture the entire lifecycle of work performed. Update and monitor Work Order Statuses in order to track progress through completion. Additional Parts and Labor details, which are available in the Work Order, allow for greater data analysis and cost reporting.

Work Orders are used in conjunction with Service Reminders and Service Programs to help you stay on top of scheduled tasks.

Work Order Permissions

Account Owners and Administrators have full access to manage Work Orders, but any role can be customized to your organization's needs.

Change a role's permissions by selecting Roles from the Administration section of your Account Information. Select the More Actions menu for the role, then select Edit.

Some permissions are coupled. For example, if users can create Work Orders, they also must be able to view incomplete WOs. You can choose, however, to allow users to create, view, and edit incomplete WOs, but not view ones with completed statuses. This may be the case if you want an administrator to be the only user who can complete a Work Order. If that's the case, but you still want to provide users access to view completed service, clear the checkbox for "View Completed Work Orders," then select the "View" permission in the Service Entries section.

Work Order Labels

Labels are a great way to help categorize and/or prioritize Work Orders. Labels can be added to a Work Order when it is initially created or can be updated later from a Work Order’s details page. A few examples of Labels may be Priority: High, Priority: Low, Tires, and Engine.

Just begin typing the name of a Label and select from an existing list, or add a new Label by typing the full name.

Views, Filter, and Search

Select Work Orders from the Service section of the left sidebar menu to view the Work Order List for the entire fleet.

The tabs at the top allow you to switch between Saved Views to see Work Orders by status. Saved Views give you the ability to save a combination of Filters, Sorting, Column Configurations, and a Display Type (List, Calendar, Resource Scheduler) as a new tab in your Work Orders Index, giving you easy access to the data you need with a single click. 

You can also narrow Work Orders further using the filters available on the screen or click Filters to access a comprehensive list.

You can also view the Work Order List for a specific Vehicle by going to the Vehicle Overview and clicking the Work Orders tab.

Click any Work Order row to view details. At the top of the screen, you can:

• Select Watch (a) to watch the Work Order and get updates about changes
• Use the More Actions menu (b) to print, make a copy of the record, view the change history, email a PDF (Quote, Work Order, or Invoice) or delete it.
• Change the status (c)
• Edit (d) the Work Order details, line items, issues, and more

The Work Order screen is divided into general details, Line Items (including Labor and Part), and a collapsible section for photos, comments, and documents.

Pinned Fields

Fleetio allows you to pin fields you commonly use to the top of the Details card. Once pinned, these fields will be added to the Pinned Fields subsection. To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.

Reorder your pinned fields by clicking and dragging the reorder icon on the left side.

View Scheduled Services on Work Order Calendar

If you prefer to view or move your scheduled services on a calendar, follow the steps below.

1. In the Work Order index, click the calendar icon on the right of the index.
   
2. Access the Work Orders calendar to view scheduled services. On the calendar, you can:
   • Use Tabs to switch between Saved Views (a)
   • Export to CSV by clicking the More Actions button (b)
   • Add Work Order (c)
   • View/Edit an existing Work Order by hovering over or clicking the Work Order (d) on the calendar
   • Filter (e) 
   • Drag and drop any Work Order on the calendar or Resource Scheduler to change it's time or date.
     

Resource Scheduler

The resource scheduler is a calendar display type that can be grouped by vehicle or assignee (the Contact assigned to the Work Order). This helps you easily see which assets are scheduled for repair or available for use or to assess assignee workloads.

1. In the Work Order index, click the resource scheduler icon on the right.
   
2. In the resource scheduler display type, you can:
   • Switch between Saved Views (a)
   • Group by Vehicle or Assignee (b)
   • Apply Filters (c)
   • View the scheduler by Day, Week, or Month (d)
   • View or edit an existing Work Order by hovering over or clicking the Work Order in the scheduler (e)
   • Add Work Order (f)
   • Show or hide the mini calendar (g)
     

Work Order Status

A Work Order allows for workflow management by tracking progress through various customizable statuses. Changing Work Order status to "completed" will resolve all selected Issues, as well as log all Service Tasks attached to the Work Order. Service Entries are also automatically generated at this time so that all maintenance for a vehicle is centralized in lists and reports. Re-opening a completed Work Order will automatically delete the associated Service Entry.

Add a Work Order

For complete instructions, please refer to the Add Work Orders and Work Order Line Items articles.

Edit or Delete

On the Work Order list, you can edit or delete an open Work Order by hovering over a record and selecting the More Actions menu.

When viewing the Work Order detail screen, there is an Edit button as well as an option to delete the Work Order by selecting the More Actions menu.

Edit or Delete - Completed Work Orders

There may come a time when you need to go back and make modifications to a completed Work Order. If you have permission to see Work Orders that have been updated to "complete," you can change it back to an open status by using the status drop-down menu in the Work Order.

Once the Work Order status is set back to "open," click the Edit Work Order button.

You can now edit all items on the Work Order. After editing, be sure to change the Status field back to "completed."

You may also edit Work Orders by clicking the checkboxes to use the Bulk Actions feature in the Work Order Index.

Work Order Notifications

Users who are Watching a Vehicle will receive a notification email when a Work Order is created and when a Work Order Status is changed.

Export Work Order List

Using Fleetio, you can choose to export the Work Order List to a CSV directly from the list page. Reference this article for more instructions on exporting the list.

Work Order Reports

Work Order details for a specific vehicle can be found in the Work Orders or Service Entries lists on the vehicle's profile page.

The Reports area of Fleetio also includes the following reports, which contain data related to Work Orders:

• Work Orders > Work Orders List
• Work Orders > Work Orders by Vehicle
• Work Orders > Work Order Status Summary
• Service > Service Summary
• Service > Service History by Vehicle
• Service > Service Task Summary