Managing Work Orders

Overview

Welcome to Cottage Companion, your solution to simplify and streamline communication in property maintenance. In this section, we'll delve into the details of work orders and guide you on effectively managing their stages and status. Let's get started:

Work Orders

A work order is a crucial part of the property maintenance process, and is the primary report used by Property Maintenance Companies. It serves as a formal request or instruction for specific tasks or repairs needed on a property. Work orders help property maintenance companies ensure that tasks are assigned, tracked, and completed efficiently.

Within Cottage Companion's web app, you can easily create, assign, and monitor work orders to keep your property maintenance operations running smoothly. You are also able to manage work orders created by Property Owners. Work orders provide all the necessary information about the task at hand, including a detailed description of the work requested, an attached image if needed, a requested by date, and whether it’s a one-time event or a repeating activity.

Work Order Types

As a Property Maintenance Company, you have the flexibility to customize the types of work orders you offer to Property Owners. To learn how to set up these work order types, please refer to the detailed instructions found here here.

Status of Work Orders

The status of a work order indicates its current stage and provides important visibility into its progress. Status options include:

New: A “new” work order has been submitted and is awaiting scheduling by the Property Maintenance Company. If the quote option is not available on the work order type, the next step will be for the Property Maintenance Company to change the  status to “scheduled”.

Quote Pending: For certain work order types, a Property Owner can request a quote prior to the maintenance being completed. This will update the status to “quote pending”. Notes can be added by the Property Maintenance company and the Property Owner during this phase.

Quote Provided: Once the Property Maintenance Company has a quote prepared, the work order is updated to “quote provided”.  This gives the Property Owner the opportunity to review it.  Notes can be added by the Property Maintenance company and the Property Owner during this phase.

Quote Accepted: The Property Owner will have the option to accept the quote, automatically updating the status to “quote accepted”.  Once accepted, the Property Maintenance Company will schedule the work to be completed. If the quote is rejected, the Property Owner and Property Maintenance Company can use the Notes section of the work order to decide on next steps.

Scheduled: Once the Property Maintenance Company assigns a specific date, team members and if needed, sub-contractors for the work order to be performed, the status is changed to "scheduled." During this phase, the Property Maintenance Company, the Property Owner, and sub-contractors can all add notes to the work order.

In Progress: At the time of the scheduled date, the Maintenance Team begins working on the task, and the status is updated to "in progress."  During this phase, the Property Maintenance Company, the Property Owner and sub-contractors can all add notes to the work order.  The Property Maintenance Company can also add time for their team members and sub-contractors during this phase (visible only to the Property Maintenance Company).

Completed: Once all required tasks have been finished, the Property Maintenance Company changes the status to "completed."

Cancel Requested: If a Property Owner selects “cancel requested”, it will be visible to the Property Maintenance Company on the work order view screen.

Cancelled: The Property Maintenance Company can update the work order to “cancelled” based on a request from the Property Owner.  A cancelled work order will be visible to the Property Maintenance Company on the work order view screen.

Actions on Work Orders

Adding a New Work Order (without the quote option)

As a Property Maintenance Company, adding a new work order to Cottage Companion is quick and easy. Following these straightforward steps will ensure seamless integration into your workflow:

1. To initiate a new work order, you have a few options. From the Summary View, simply click on "New Work Order." Alternatively, you can access the Work Orders menu, click on "Work Orders," and then select the "+" sign located on the right side of the screen. This action will display a New Work Order form for you to fill out.

2. From the drop-down list, choose the property that has been setup, specifically designated for your maintenance company.

3. Next, from another drop-down list, select the specific Work Order Type that has been setup for your maintenance company.

4. Write a clear and concise description of the work that is required. Be specific, including any necessary details to effectively communicate the task to be performed.

5. If relevant, choose an image to upload for further clarification. Simply click on the appropriate icon, and either select an existing image or capture a photo using your device camera. Images can greatly enhance understanding and accuracy in addressing the work order.

6. Enter the Requested By date using the calendar icon. Select the appropriate date to prioritize the work and establish a timeline for completion.

7. Determine if the work order is a one-off event or a repeating activity. For repeating activities, follow the provided prompts to enter the frequency, specify the number of occurrences, or indicate the last required date. This helps in managing recurring tasks effectively.

8. Once you have completed all the necessary details, click on "Submit" to add the new work order to Cottage Companion. This action will trigger the seamless integration of the work order into your property maintenance system.

By following these steps, you can quickly and efficiently add new work orders to Cottage Companion, streamlining your property maintenance operations and ensuring effective communication.

Adding a New Work Order (with the quote option)

As a Property Maintenance Company, adding a new work order that includes a request for a quote to is quick and easy. Following these straightforward steps will ensure seamless integration into your workflow:

1. To initiate a new work order, you have a few options. From the Summary View, simply click on "New Work Order." Alternatively, you can access the Work Orders menu, click on "Work Orders," and then select the "+" sign located on the right side of the screen. This action will display a New Work Order form for you to fill out.

2. From the drop-down list, choose the property that has been setup, specifically designated for your maintenance company.

3. Next, from another drop-down list, select the specific Work Order Type that has been setup for your maintenance company.

4. Write a clear and concise description of the work that is required. Be specific, including any necessary details to effectively communicate the task to be performed.

5. If relevant, choose an image to upload for further clarification. Simply click on the appropriate icon, and either select an existing image or capture a photo using your device camera. Images can greatly enhance understanding and accuracy in addressing the work order.

6. Tick the box for Quote Requested. As a property maintenance company, refer to the How-To guide to Add & Refine a Quote for more details.

7. Enter the Requested By date using the calendar icon. Select the appropriate date to prioritize the work and establish a timeline for completion.

8. Determine if the work order is a one-off event or a repeating activity. For repeating activities, follow the provided prompts to enter the frequency, specify the number of occurrences, or indicate the last required date. This helps in managing recurring tasks effectively.

9. Once you have completed all the necessary details, click on "Submit" to add the new work order to Cottage Companion. This action will trigger the seamless integration of the work order into your property maintenance system.

By following these steps, you can quickly and efficiently add new work orders to Cottage Companion, streamlining your property maintenance operations and ensuring effective communication.

Add Notes to Existing Work Order

Adding a new note to an existing work order in Cottage Companion is a simple and straightforward process. Follow these steps to effectively communicate updates and information:

1. Open the appropriate existing work order, and you'll be presented with an overview that provides details about the work order. To learn more about different ways to access existing work orders, refer to the <navigation section> of the how-to guide. Remember, you can add a note to any work order, regardless of its status.

2. There are two ways to add a note. First, you can click on the "Add Note" button at the top of the screen. Alternatively, you can scroll down and click on the "+" button in the Notes section.

3. By clicking the "Add Note" button at the top of the screen, you'll see the work order type, the current status, and the description. Locate the text area labeled "add new note here" and type in the update or information you wish to add to the work order. Be clear and concise in your note to ensure effective communication.

4. If you need to attach an image or file to provide further context or documentation, simply click on the attach button and follow the prompts to add the necessary file. This feature enhances the clarity and accuracy of the note.

5. To control the visibility of the note, you have the option to make it private or public. If you want the note to be viewed exclusively by team members or contractors, refer to the section on Note Visibility within the how-to guide. Simply click the toggle button to "private." Leaving it grey will make the note public, meaning anyone with access to the work order will be able to see the new note.

6. Finally, click on the "Add Note" button to save your note and add it to the existing work order. This action ensures that your update is communicated effectively within the system.

By following these practical steps, you can easily add a new note to any existing work order in Cottage Companion.

Change Note Visibility

Add & Refine Quote

To add a quote

To refine a quote

Cancel a Work Order

Schedule a Work Order

Add Time or Change Status to Schedules

Add Costs to a Work Order

Mark Work Order as Completed