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 when the job is not yours to do: in the app, as a PDF or as text.
The whole feature: Work orders covers the five states, holds and log updates.
🎫Work Orders and Dispatch
Raise a work order, assign it, track it from Open to Done, and send it to a contractor when the job is not yours to do: in the app, as a PDF or as text.
The whole feature: Work orders covers the five states, holds and log updates.
◐ Work Orders Free, Sending in the App Needs Pro
📱 Mobile App Guide
Open Work Orders
On the home screen, open WORKFLOW and tap Work Orders. WORK ORDERS by due date: today’s jobs on top, each with its location, equipment, assignee, START and COMPLETE.- Create one: Tap the round + at the bottom right. Fill in the Title, the Location / Site, the Due Date and the Priority, and on a team who to Assign To, then tap CREATE WORK ORDER. With a short location name the button reads CREATE AT and the name. CREATE WORK ORDER with the title, the location, the equipment, a due date and the priority.
- Work it: Open the job and tap START WORK when the work begins. Use LOG UPDATE for a dated progress note with hours and parts, or PUT ON HOLD with a reason, such as waiting on parts, when it is stuck. An open job marked IN PROGRESS and URGENT, with COMPLETE JOB and the job’s sections: The job, Who has it, Work done, Photos.
- Complete and bill it: Tap COMPLETE JOB, fill in who did the work, and tap COMPLETE WORK. The work goes into the equipment’s service history, and the alert offers CREATE INVOICE. COMPLETE WORK ORDER: who did it, the location and equipment, and the work performed.
- Send it to a contractor who uses the app: Open the work order, go to WHO HAS IT and, under SUBCONTRACT, tap SEND TO CONTRACTOR, then Send in the app. Enter their email or @username and tap SEND. WHO HAS IT on a job, with SEND TO CONTRACTOR under SUBCONTRACT.
- What that contractor sees: The job lands in their Inbox, on the Offers tab, with ACCEPT and DECLINE. Once accepted, they work it on their own list, and when they finish it comes back to you with the hours, parts and photos. The contractor’s Inbox, Offers tab: a job sent to them waits here until they accept or decline it.
- Send it to any other contractor: Tap SEND TO CONTRACTOR, then Send as a PDF or Send as text. The PDF holds the whole job: what is wrong, the address and site contact, the equipment with its specs and nameplate photo, the parts to bring, the job photos and the recent service. The text holds the same details without the photos. Your share screen opens so you can email or text it. SEND TO CONTRACTOR: Send in the app, Send as a PDF or Send as text.
- Note that it went out: After a PDF or a text, the app asks Did you send it? Type who it went to and tap YES, NOTE IT ON THE JOB. A dated line is added to the job so the office can see it went out. When the contractor replies, log their work and complete the job yourself. Did you send it? with the contractor’s name and YES, NOTE IT ON THE JOB.
Good to know
- Work orders are free in the app. SEND TO CONTRACTOR gives three ways: Send in the app, Send as a PDF and Send as text. Only the workspace owner or a manager can send a job out.
- Send in the app needs Pro on both ends. Send as a PDF and Send as text work for any contractor, with no account on their side.
- A PDF or a text is one way. Nothing comes back into the app by itself: changes you make later do not reach the contractor, and you mark the job done yourself.
- LOG UPDATE records progress, hours and parts without changing the status. PUT ON HOLD is separate.
- The job page reads in six sections: THE JOB, WHO HAS IT, WORK DONE, PHOTOS, VIDEOS & DOCUMENTS, BILLING and HISTORY. The links at the top jump to each one, and HISTORY lists what happened by date, oldest first.
- A job you sent in the app comes back marked Returned complete, with what the contractor sent back: 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.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
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.