Build an Efficient Work Order System to Power Your Business (Tutorial)

When you’re in field services, you need a work order system that can keep up with the fast pace and unique demands of your industry. That’s where Knack comes in. It’s the best choice for building your work order system because it’s built to be flexible, easy to use, and scalable—all without writing a single line of code.

With Knack, you can create an effective work order system that fits your exact needs, from task management to job scheduling and real-time tracking, so your team always knows what’s happening and when. The user-friendly design helps your team collaborate smoothly, cutting down on delays and mistakes, which means more jobs are completed on time and fewer headaches. As your operation grows, Knack scales right along with you, making sure your work order system is always ready for whatever comes next.

This tutorial will walk you through leveraging Knack’s Work Order Template app to build a work order management process in just a few minutes.

What is a Work Order System?

A work order system is a structured platform or software solution that manages and tracks maintenance, repair, or service requests within an organization. It provides a systematic approach to handling tasks, from initiation and assignment to completion and documentation, while minimizing downtime and prioritizing tasks effectively. Work order systems streamline the process by organizing incoming work requests, assigning them to the appropriate personnel or departments, and tracking their progress through completion with detailed work order details and status updates. This ensures that all tasks are completed efficiently, timelines are met, and resources are appropriately allocated. Key features often include task management, scheduling, real-time tracking, automated notifications, predictive maintenance capabilities, and detailed record-keeping for maintenance history and asset management. Metrics can also be tracked to monitor performance and identify areas for improvement.

These systems are essential in various industries where tracking and completing work orders are crucial to maintaining operational effectiveness. By digitizing and automating many elements of the work order process, organizations can enhance accuracy, improve collaboration among teams, reduce response times, and ensure a higher standard of service. This leads to better overall resource utilization, more effective prioritization of tasks, and a comprehensive historical record for future analysis and audits, enabling teams to adopt predictive maintenance (instead of reactive maintenance) strategies and proactively address potential issues.

Digitize Work Order and Shift Management in 10 Steps

Step 1: Start with the Work Order and Shift Scheduling Template App

• Access the Template: Click here to start building with the Work Order template. If you already have an account, log in to your Knack account and select the Work Order and Shift Scheduling Template App from the template library.
• The template comes pre-built with essential features like dashboards, user roles, and database structures to jumpstart your app.

Step 2: Review and Customize Your Database

• Tables Overview:
  • Employees Table: Stores employee details like name, email, and role.
  • Work Orders Table: Tracks work order details like title, description, priority, status, due date, and assigned employees.
  • Messages Table: Captures communications related to work orders and shift changes.
  • Shifts Table: Manages employee schedules and shift swaps.
  • Checklist Templates Table: Houses predefined checklists for recurring tasks.
  • Modify Fields: Customize fields as needed (e.g., add task categories, estimated costs, or file uploads) to fit your unique workflow.

Step 3: Set Up User Roles

• Supervisors: Access dashboards, manage work orders, and approve shift swaps.
• Employees: View assigned work orders, check their schedules, and communicate updates.
• How to Assign Roles: Use the User Roles section to ensure employees and supervisors are correctly assigned to their roles, controlling data visibility and functionality.

Step 4: Configure Pages for Work Orders and Schedules

• Dashboard Setup: Customize the default dashboard to display key metrics like work order status, priorities, and overdue tasks. Add charts or summaries to provide actionable insights.
• Work Orders Page: Enables supervisors to view, filter, and assign work orders by status (e.g., New, In Progress, Completed).
• My Work Orders Page: Allows employees to view and manage their assigned tasks, grouped by status or due date.
• Scheduled Shifts Page: Displays employee schedules and allows for shift swap requests.

Step 5: Enable Notifications and Communication

• Internal Messaging: Use the built-in messaging system to tie communication directly to work orders. Employees and supervisors can exchange updates, share files, and add notes.
• Real-Time Notifications: Set up alerts for new or updated work orders, schedule changes, or urgent priorities.

Step 6: Manage Work Orders Efficiently

• Creating a Work Order: Supervisors can create new work orders through a dynamic form, specifying title, description, priority, due date, assigned employee, and related checklists.
• Marking Work Orders as Complete: Employees can upload photos, add notes, and mark tasks as complete to ensure thorough documentation and task tracking.

Step 7: Utilize Checklists for Standardization

• Predefined Checklists: Use templates to guide employees through recurring tasks like maintenance checks or service requests.
• Custom Checklists: Supervisors can create tailored checklists for unique work orders to maintain consistency and quality.

Step 8: Manage Shifts and Schedules

• Assign Shifts: Schedule work order timelines and link them to employee shifts to ensure proper workforce allocation.
• Shift Swaps: Empower employees to request shift swaps, which supervisors can review and approve directly through the app.

Step 9: Review and Launch

• Testing: Test your app with sample data to ensure that all features, from work orders to shift management, function correctly.
• Feedback: Gather user feedback to refine workflows, field structures, and dashboards before fully launching.

Step 10: Maintain and Scale

• Regular Updates: Update templates, fields, and workflows to adapt to your evolving business needs.
• Integrations: Expand functionality by integrating with other tools, such as accounting systems for purchase orders or communication platforms for real-time updates.

Use Cases for the Work Order Management System

There are numerous ways you can leverage Knack’s template to track work orders. Here are some of the common ways that users leverage Knack’s Work Order template:

• Facilities Management: Manage maintenance requests, repairs, inspections, and maintenance history.
• Field Service Management: Organize service calls, technician assignments, and complete work orders efficiently.
• Manufacturing: Coordinate production tasks, equipment repairs, quality control, and track different types of work.
• Property Management: Handle tenant work order requests, property inspections, and automate scheduling and task notifications.
• Construction Projects: Assign, track, and complete tasks across construction stages while automating updates.
• IT and Technical Support: Track, resolve technical issues, and support tickets with options to automate routine responses.
• Preventive Maintenance: Schedule and manage recurring maintenance tasks with detailed maintenance history.
• Healthcare Facilities: Oversee non-clinical tasks like maintenance, supply management, and complete work orders for operational efficiency.
• Asset Management: Track and manage the maintenance, repairs, lifecycle of company assets, and streamline inventory management with automated reminders.
• Logistics and Warehousing: Manage order fulfillment, inventory audits, equipment maintenance, and automate process updates and reminders.

Start Building with Knack’s Template Today

By leveraging Knack’s Work Order Management Software Template, you can build a highly efficient and customizable work order management system that adapts to your operational needs. The combination of real-time tracking, user-friendly dashboards, and automated features helps your team stay on top of tasks, reduce downtime, and improve overall productivity. Whether you’re managing field services, preventive maintenance, or asset management, Knack’s flexibility ensures that you can prioritize work requests, monitor work order status, and utilize detailed metrics to make data-driven decisions. With predictive maintenance capabilities, you can proactively address potential issues before they become problems, keeping your operations running smoothly. Embrace Knack’s scalable solutions to enhance collaboration, streamline processes, and drive long-term success for your business.