Working the Maintenance Schedule

Now that you have multiple maintenance schedule items created it is time to work the schedule and complete the maintenances.

You basically have two choices on this screen: 1-mark the schedule as complete or 2-create a Work Order that you can assign to someone to do the work.

Creating a Work Order will put a new OneTime Work Order on your technician’s route list so that they can either perform the maintenance or meet a vendor that you have scheduled at an assigned time. This Work Order will contain details about the item to be maintained as well as drive billing for the work performed as usual.

You enter the “Create Work Orders” screen directly from a link at the top of the Inventory Items list screen. When in the screen you can select a time range, specific customer and/or brand to view, as well as multiple search items. In this case let’s bring up Next Month’s schedule and also filter on our HiSense brand so that we can schedule everything at once with the HVAC supplier we use for HiSense.

Using the checkboxes next to each line you can mark the completion of an item by pressing the Complete button on the right.

To create a Work Order to add a maintenance item to your schedule, check the box or boxes you wish to add to a Work Order. You can only select lines that belong to the same property as Work Orders can only be created against a single property/customer.

For this example, let’s say we have scheduled the HVAC to come to the Cassidy residence and do maintenance on September 2. Robert will meet the contractor at the house. The steps to set this up are as follows:

First, select the item, select the date/time, select the Assigned To person. Then press the Create Work Order button.

The system will then create a Work Order and let you know the number of the WO created. You have the option to go into the Work Order entry screen and manipulate the Work Order at this point. We’ll click Yes for the example.

This will take you to the normal Work Order Entry screen, populated with the Work Order just created. Note two things on this new Work Order:

1. There are no billing lines
2. There is a new section called “Items scheduled for maintenance”.

You can now fill in the Work Order billing lines as necessary -- these can be for Concierge Hours, they can be for performing the maintenance using handyman rates, it can include parts -- whatever you want to bill for. In this case we’re meeting the HVAC so we’ll update the Work Order to indicate that and add the billing lines.

Next, let’s open the new section just to see what it includes:

The items from the previous screen are now linked to this Work Order, including Model Number, Serial Number, etc. This same section will also appear in the Route Technician App for any Work Orders that are assignments of the Home Inventory Maintenance.

Now -- just perform the Work Order and complete it as usual, whether through iAuditor integration or manually from the application.

In this case, where Work Orders are linked to the Items, when the Work Order is completed it will also mark the maintenance as completed. The system will update everything so that your maintenance schedule will always be up-to-date and accurate.