Overview
In DoorLoop, a Work Order is a task or job for a customer, which is a means of keeping track of jobs that have been scheduled and assigned to a Vendor. (For example, you might create a Work Order for something reported through a Tenant Request, or you might just create them internally within your property management company.)
There are multiple places you can create Work Orders in DoorLoop. Properties, Units, Leases, Tenants, Owners, Prospects, and Vendors in DoorLoop all have their own Tasks tab where you can create and view Work Orders.
Note: Creating Work Orders is not available to Starter Plans. Consider upgrading to the Pro or Premium Plans to access this feature.
The Steps
While there are many ways you can create Work Orders, this guide will have you use the Tasks section.
To create a new work order, click on Tasks & Maintenance on the main menu and then click on All Tasks.
Click on the + New Work Order button at the top right corner to begin creating a new work order.
On the New Work Order window, fill in the following fields:
Select Vendor: Use this button to connect the work order to a vendor.
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.
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. You can only enter the date, not a specific time of day.
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. Check the optional checkbox to Notify Assignee(s) if you want these users to receive email notifications for updates to this work order. (Note that they will also receive an email notification that they were assigned this work order.)
Email Assignee(s): You need to make sure that the Email Assignee(s) box is checked if you want to notify the Users who are assigned.
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.
You can also upload any necessary files. Click Save when complete.
Now that you’ve created the work order, DoorLoop returns you to the Tasks page where you started. You can click on the work order in the task list to see the overview, post updates, and edit or complete the work order. To learn more about reviewing and editing work orders, check out the article for that here.
After completing the Work Order, you will need to contact the Vendor if it's a 3rd party Vendor that is not set up as a User on your account.
Note: When creating a standalone work order, these will not notify the vendor. If you need to notify the vendor, Create a Work Order From a Tenant Request as a Subtask.