Overview
When a tenant request needs a vendor to complete the work, you can create a work order directly from that request. The work order is linked to the original request as a subtask, keeping both connected.
Note: Creating Work Orders is not available on Starter Plans. Please consider upgrading to a higher subscription plan tier if you want more features.
The Steps
To create a work order as a subtask to a tenant request, click Tasks & Maintenance > All Tasks on the main menu.
On the All Tasks page, find and click on the Tenant Request you want to make a Work Order from.
From the Overview tab of the Tenant Request, click the New Work Order button.
On the New Work Order window, fill in the following fields:
Select Vendor: Use this button to connect the work order to a vendor.
Due Date: An optional field used to help remind you and your users of deadlines. You can even sort the work order page by due date to help you organize and prioritize.
Subject: A required field used to summarize the work order.
Work Description: An optional field used to expand on the work order.
One Time Work Order: Keep this selected unless you actually want to create a recurring work order.
Status: Also a sortable field on the work order page, set the status to track the progress of your work order. (The default status is Not Started.)
Priority: Set an optional priority of Low, Medium, or High for sorting purposes on the work order page.
Assignees: Assign one or more users to take charge of the work order.
Share Work Orders: Select the optional checkbox to Email Assignee(s), Email Tenant(s), and/or Email Vendor if you want them to receive email notifications for updates to this work order.
Access to Property: Toggle this on if there are special instructions for accessing the property.
Approved By Owner: toggle on to note that the owner has already approved the work.
Parts And Labor: Toggle on and use the link to Add Line Item to track costs so you can easily create the necessary expenses for the property later. When it's time to create a bill, you can do so by clicking Save & Create Bill at the bottom right corner.
Preview Email: This section can not be edited, but you can view exactly what the email looks like for the assignee and the vendor.
You can also upload any necessary files.
Click Save when complete or click Save & Create Bill if you also want to create a corresponding bill with this work order.
Note: If there were any files or notes from the task (tenant request) that you want to add to the linked work order, you will need to add them again to the work order. These will not be automatically added to the work order from the tenant request.
You will now have created a new Work Order that is linked to the Tenant Request as a subtask. This can be viewed on the Subtasks tab of the Tenant Request but can also be viewed on its own under Work Orders.
What is sent to the Vendor
If you decide to notify the Vendor by email after creating the Work Order as a subtask, the Vendor will receive an email letting them know that a Work Order was created for them to take a look at. It will look something like the below example. The Vendor will be able to see a short message about the work order, an Order Summary that shows the location of the unit, the subject of the work order, a description of what needs to be done, the tenant's name and contact information, and the property managers contact information.
The work order now appears under the tenant request's Subtasks tab, as well as on its own under Work Orders.