Web App - Work Orders
- Darcey Wry
- Dominic Lacroix
Details
This feature allows users to quickly create a work order with assigned cleaners for specific clients. You can keep track of the schedule, information, work order reference number and billing amount in one place! Once a work order is created it will appear as a work order in your schedules. The work order can be accessed through the Schedule List and Work Order Results Report.
Work orders have statuses available so you know where they are in the process. They will move through these statuses as the work order is worked. For more information on what the statuses are click here.
Download your work order as a pdf for filing or sending to your client. For instructions on downloading your work order click here.
Who has access to work orders?
Managers and supervisors have access to creating work orders in the Swept web app. Your company needs to have the work order feature active in your account. If you do not see work orders please reach out to support@sweptworks.com.
Instructions
Creating a Work Orders
Sign in to the Swept web app at Admin Login .
Select Scheduling from the left hand menu.
Click the arrow on the Manage Scheduling button and select New Work Order.
You can also create your work orders through the schedule list by clicking on the blue Manage Scheduling button to view the schedule list. On the green +Upcoming Shift click the arrow and select New work order.
Work orders can be created in two different states: Draft and Scheduled. To create your work order add the following information:
Location - Enter the location that the work order is for.
Client - Once a location is selected a list of clients approved to the location will appear. If you do not see clients but have them entered, they are not assigned to the location. For information on assigning clients to a location click here.
Order Reference Number - Designate a reference number for your company that you can use to track between programs if needed.
Client Work Summary - Enter a summary of the work order. This information will appear in the work order download.
Schedule Information - If no schedule information is entered then the work order will save as a Draft. To add a schedule to your work order enter the following information
Start Date
Start Time
End Date
End Time
Assigned Cleaners
Billable Hours - Enter how you will be billing your client for the work order. You have multiple choices for setting up billing:
Rate Type
Hourly - Enter an hourly rate. The rate will be calculated by the hourly rate times the recorded hours you choose.
Fixed Rate - Enter one fixed rate for the billable hours. This rate does not take recorded hours into consideration.
Rate - Enter the amount of one of the rate types above. The rate will default to 0.
Recorded Hours
Scheduled - This is the number of hours scheduled for your cleaners/supervisors to complete the work order. If you have two cleaners scheduled for 2 hours each the number of hours will be 4.
Logged - This is how long it took your cleaners/supervisors to complete the work order. This number is based on the total time logged from the cleaners/supervisors time entries.
Custom - You can enter the number of hours and they do not change based on scheduled or logged hours.
Label - Enter a label that you can search in the schedule list and appears in Swept+.
Checklists - If you have enhanced checklists and the user completed an assigned checklist during their work order shift the checklists will appear in the checklists card.
Once your information has been entered select Save as Draft or Save and Schedule.
Once a work order is scheduled you can view it in Swept+ schedules, the schedule list and work order results report.
Different Work Order Statuses
Once a work order is created there are 7 different states a work order can be in. Below is a description of what each state means and how it is moved in to that state.
Draft
The draft status is a work order that has been created but does not have a schedule. This state is used to keep track of the work orders you are currently working on.
Scheduled
The scheduled status is a work order that has been created and has a schedule attached. Once a work order has been scheduled it will be added to the users schedule in Swept+ and is added to the Schedule List as a schedule.
In Progress
A work order changes to in progress once one of the assigned cleaners/supervisors logs in to their shift. The work order will remain in progress until the end time of the shift passes. If a shift needs to be manually updated to be in progress this can be done by creating a time entry and linking the time entry to the work order shift.
Incomplete
A work order changes to incomplete once the end time of the work order passes and not all users have logged in to their shift.
Complete
A work order changes to complete once the end time of the work order passes and all users have logged in to their shift.
Invalid
If the work order is no longer valid and needs to be cancelled you can manually mark it as invalid. Once a work order is marked as invalid the shift is cancelled and no longer appears for the users assigned and no longer appears in the schedule list. Users assigned to the shift will get a deleted shift notification if they have their notifications set up on their phone. Invalid work orders billing amounts do not appear in the billing totals on the Work Order Results Report. Once a shift is marked as invalid you can validate it again which will move it back in to its previous state. When a work order is validated again the shift is re-added and if in the future a notification will be sent to the users assigned if they have their notifications set up on their phone. To invalidate a work order follow the steps below:
Go to Scheduling in the left hand menu.
Under Reports select Work Order Results Report. For more information on the Work Order Results Report click here.
Select the report you would like to mark as invalid.
Click on the down arrow on the blue Save button and select Mark as Invalid. Click Continue on the confirmation modal.
To validate go to the work order and click the blue Validate button.
Closed
Once a work order has been paid and is finalized you can close the work order manually. To close a work order follow the steps below:
Go to Scheduling in the left hand menu.
Under Reports select Work Order Results Report. For more information on the Work Order Results Report click here.
Select the work order you would like to close.
Click on the down arrow on the blue Save button and select Close Work Order.
Downloading your work order
You are able to download your work order as a pdf for filing or sending to your client.
Go to Scheduling in the left hand menu.
Under Reports select Work Order Results Report. For more information on the Work Order Results Report click here.
Select the work order you would like to download.
Click on the down arrow on the blue Save button and select Download.
The pdf will download to your computer.