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.
From the main menu, click on Tasks & Maintenance and then click on All Tasks.
Click on the New Work Order button to begin creating a new work order.
Set the necessary fields as follows:
Select Vendor: Use this button to connect the request 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.
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.
Toggle on Permission To Enter and type in Entry Notes to add relevant information about when and how to access the tenant’s unit.
Toggle on Approved By Owner to note that the owner has already approved the work.
Toggle on Parts And Labor and use the link to Add Line Item to track costs so you can easily create the necessary expenses for the property later. Note that this is for informational purposes only, you will still need to create the expense or bill later.
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: Creating a Work Order does not send a message to the Vendor to begin the job. Work Orders are only used to keep track of jobs you have already contacted a Vendor for. You will still need to contact your Vendor outside of the system.