Work Orders
Create, assign, and track maintenance work orders — from initial task assignment through checklist completion and cost tracking to closure.
Work Orders
A Work Order is an assigned maintenance or repair task. Work orders can be generated automatically from maintenance schedules when service thresholds are reached, or created manually for ad-hoc repairs and inspections. Each work order is tracked from open to completion with a full cost record.
Work Order Attributes
| Field | Description |
|---|---|
| Code | Auto-generated reference code (e.g., WO-00123) |
| Subject | Title of the task (e.g., "Oil Change", "Brake Pad Replacement") |
| Target | The vehicle, driver, or equipment the work is performed on |
| Assignee | Who is responsible for completing the task |
| Priority | low, medium, high, critical |
| Status | Current stage in the workflow |
| Opened At | When the work order was created |
| Due At | Deadline for completion |
| Closed At | When the work order was completed and closed |
| Instructions | Detailed task instructions |
| Checklist | Structured list of sub-tasks to complete |
| Estimated Cost | Pre-work cost estimate |
| Approved Budget | Authorized spend amount |
| Actual Cost | Real cost after completion |
| Currency | Currency for all cost fields |
| Cost Center | Budget code/department for accounting |
Work Order Status Flow
open ──► in_progress ──► closed
│
canceled (terminal at any point)| Status | Meaning |
|---|---|
open | Created, not yet started — the default for new work orders |
in_progress | Work has begun |
closed | Work complete, all checklist items done, closed_at set |
canceled | Canceled before completion |
Assignment is captured by the polymorphic assignee_uuid / assignee_type fields, not by status — a work order in open can already have an assignee.
Creating a Work Order
Navigate to Fleet-Ops → Maintenance → Work Orders.
Click + New Work Order.
Set the Subject and Priority.
Select the Target — a Vehicle, Driver, or Equipment record.
Set the Assignee — a user or team responsible for completing the work.
Set the Due At date.
Add Instructions describing what needs to be done.
Build the Checklist — add individual task items the assignee must check off (e.g., "Drain old oil", "Replace oil filter", "Refill with new oil", "Run engine and check for leaks").
Set the Estimated Cost and Approved Budget.
Click Save.
Checklist
The checklist breaks the work order into discrete, trackable steps. Assignees check off each item as they complete it. The work order cannot move to pending_review until all checklist items are marked done.
Checklist items can include:
- Inspection steps
- Parts replacement
- Fluid top-ups
- Sensor calibration
- Road test
Cost Tracking
Work orders track three cost values:
| Field | When set |
|---|---|
| Estimated Cost | Set at creation by the scheduler or manager |
| Approved Budget | Authorized by a supervisor before work begins |
| Actual Cost | Recorded by the assignee during or after work completion |
Cost breakdown can be itemized using line items — listing parts, labor, and other expenses separately. Parts used from the Parts inventory are automatically linked and their cost added to the actual cost.
Email Notifications
From the work order detail, click Send Email to notify the assignee or stakeholders about the work order status, due date, or instructions. The email includes the work order code, subject, instructions, and a link to the work order in the console.
Attaching Work Orders to Vehicles
Work orders are linked to their target vehicle and appear in:
- Fleet-Ops → Resources → Vehicles → [Vehicle] → Work Orders tab
- The vehicle's maintenance cost history