Work Orders and Dispatch
Step-by-Step Guide
Raise a work order, assign it, track it from Open to Done, and send it to a contractor on another account when the job is not yours to do.
The whole feature: Work orders covers the five states, holds and log updates.
🎫 Work Orders and Dispatch (Work Orders Free, Dispatch Pro)
📱 Mobile App Guide
- Open ORDERS: Tap ORDERS in the Workflow bar to see your work orders.
- Create one: Tap the + button. Fill in the job, the location, the priority, the due date and who it is assigned to, then tap CREATE WORK ORDER. Once a location is picked the button may read CREATE AT and the location’s name.
- Work it: Tap START when the work begins. Use LOG UPDATE for a dated progress note with hours and parts, or PUT ON HOLD with a reason when it is waiting on something.
- Complete and bill it: Tap COMPLETE. The work goes into the unit’s service history, and the alert offers CREATE INVOICE.
- Send it to a contractor: Open the work order and, under SUBCONTRACT, tap SEND TO CONTRACTOR. Enter their email or @username and tap SEND.
- What the contractor sees: The job lands on their Offers tab with ACCEPT and DECLINE. Once accepted, they work it on their own list, and it comes back to you for approval with the hours, parts and photos.
Good to know
- Work orders are free in the app. Sending one to a contractor needs Pro on both ends: yours and theirs.
- LOG UPDATE records progress, hours and parts without changing the status. PUT ON HOLD is separate.
- A job you sent out comes back to you for approval with its hours, parts and photos. You can recall it before it is accepted.
- The web dashboard, including its work order board, is Pro.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.