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Module Guides12 min read

Work Orders

Operational guide to creating service tickets, scheduling crews on the dispatch calendar, field updates from the Worker Console, and job completion costing.

Field Service Dispatch & Work Orders

For maintenance, contracting, and service cooperatives, managing tasks on-site is essential. The Work Orders module handles service tickets, crew schedules, recurring service visits, and the labor and materials used on each job.

1. Work Order Creation & Service Details

Open Work Orders in the Business OS workspace to create a ticket. Record the key details:

  • Customer, Project & Location: Link a CRM customer or project and add the site address and access notes.
  • Scope of Work: Describe the job, set the scheduled date and time, estimated hours, and the assigned crew member.
  • Checklist: Add checklist items for the crew to complete on site, including any safety steps.

For repeat visits, set up a recurring service (daily, weekly, biweekly, or monthly) and generate its upcoming work orders from the schedule.

2. Dispatch Scheduling

Use the Dispatch Calendar:

  • Calendar View: Drag and drop work orders between days to reschedule them, and assign or reassign crew members.
  • Priority Settings: Mark orders Low, Normal, High, or Urgent (e.g. water leaks or heating failures) and filter the board by priority or status.

3. Field Status Updates

Crews in the field use the mobile-friendly Worker Console:

  • Time, Checklist & Notes: Clock in and out against the job, tick off the checklist, and log field notes.
  • Status & Materials: From the Work Orders board, move orders through Open, Scheduled, In Progress, and Completed (or Cancelled), and record the inventory materials used on the ticket.

4. Job Completion & Costing

When a ticket is marked Completed, OwnFold totals the approved timesheet hours logged against it as the job's actual hours, deducts the logged materials from inventory, and posts their cost to the ledger (Dr. Materials & Supplies, Cr. Inventory). Labor cost is posted when each timesheet entry is approved. To bill the customer, create an invoice from the related project.