Creating Workorders

The Work Order option allows users to create, view, and track records of any maintenance work that occur in the property, from minor issues (such as replacing light bulbs) to major issues (such as repairing a pipe burst). These requests are handled by staffs of the Maintenance Department in the property.

Breakpoint: 70035 - Work Orders (Front Office - Housekeeping)

Users can also create a work order from the Guest Complaints (available in the Reservations or Guest module) screen by enabling the Create Maintenance Work Order field and selecting a category from the Maintenance Category drop-down list. The asset type of the work order will be Room Number if a room number is attached to the reservation record through which the work order was created and will be Activity/ Retail Item if creating the work order through the guest module or no room number is attached to the reservation record. The asset type of the work order can be set to Location only when records are created from the Work Orders screen.

Also, for work orders with no room numbers attached, the location will be set to General.

When creating a work order from the Guest Complaints screen in the Guest module, the user cannot select or enter values for the following fields:

  • Room Number

  • Building

  • Category

  • Entered Date

  • Priority

  • Description

Perform the following steps to create a work order request:

Navigate to Housekeeping à Maintenance à Work Order.

Click Create Work Order. The Work Orders tab in the Create Work Order screen appears.

Refer to the following table and fill in the fields:

Field

Description

Asset Type

Select one of the following options to indicate whether the work order must be created for a room, location, or retail item:

  • Room

  • Location

  • Activity/Rental Item

If the Room or Location field is selected, the user can search for the room number or location for which a work order must be created.

If Activity/Rental Item field is selected, the Item drop-down list appears in the screen. The user can select an activity or a rental item for which a work order must be created from the list of options displayed in the drop-down list.

Building

The building in which the room or location is located. Based on the selected room number or location, the system automatically fills in the corresponding building name.

Location Info

A detailed description of the location.

Equipment

The equipment in the room or location for which the work order must be created. Only the equipment that have been mapped to the selected room or location in the Maintenance Equipment Setup screen are displayed as options in the drop-down list.

For example, if the equipment mapped to room 101E in the Maintenance Equipment Setup screen are Android Smart TV, Microwave Oven, and Heater, the Equipment drop-down list will only display the mapped equipment as options.

Priority

The priority of the work order. By default, the selected value is 1 and the maximum is 9.

Category

Select the maintenance category from the options listed in the drop-down list. The records of all categories created in the Maintenance Categories screen are displayed as options in the drop-down list.

Assigned To

Select the maintenance staff to whom the work order must be assigned. The records of only the maintenance personnel who are qualified to work on the selected category are displayed. 

For example, if the selected category is Plumbing System Maintenance, this drop-down list will only display the records of those maintenance personnel for whom the Qualified field for this category was selected in the Create New Staff screen.

Due Date

The date on which the maintenance work order must be completed.

Description

A detailed description of the issue for which the work order must be created.

Comments

The comments for the maintenance staff working on the work order, if any.

Create Guest Complaint

When enabled, it indicates that the issue was reported by the guest in the room and that a guest complaint will be created for this work order.

Complaint Category

Select the category under which the guest complaint for the work order must be created.

WO Started Date

The date at which the work order was created in the system.

WO Started Time

The time at which the work order was created in the system.

Click Save. The message, Would you like to put this room Out of Order?, is displayed.

On selecting Yes, the room status is set to Out of Order and the created work order is displayed in the grid. The system generates a unique and incrementing work order number for this record in the grid. 

Users can also perform the following actions in the Work Orders screen:

  • Modify the details of the work order using the Edit icon.

  • Delete the work order record using the Delete icon.

  • Print the work order details using the Print icon.

  • Filter the work order records in the grid using the work order statuses available in the Filter icon - Assigned, Completed, Deleted, Unassigned, and Not Completed.

  • Search for a work order using the work order number or room number. Optionally, the user can also search for a work order using the options available in Advanced Search.

  • For work orders created from the Guest Complaints screen, the user can search for a work order using the room number, work order number, or department category. If no room number is assigned to the guest, the user can search for a work order using the work order number generated by the system.

  • Select a work order record and click More Options to email the work order details, assign one or multiple work orders to a maintenance staff, change the status of the work order to Complete, or set the room status as Out of Order.