About Work Orders in FleetLogic

Describes the purpose of and main use scenarios of work orders in FleetLogic.

Type

Conceptual

Audience

All

Products

FleetLogic web and mobile applications

In This Article

Body

Work orders are records of any maintenance, upkeep, repairs, inspections, or other attention given to a piece of equipment you use in your business. You can create, search, view, edit, export, and assign work orders in FleetLogic. 

Work orders make extensive use of the Texada SRM (Systematic Rental Management), FleetLogic web, and FleetLogic mobile applications to form a complete workflow from when a work order is created until the work is billed to your customers. 

Work orders are typically created by a counter or service desk user in the FleetLogic web application and are usually assigned to a technician or technician. The technician typically uses the FleetLogic mobile application to help them complete the work order if they are in the field. SRM stores the work order information and is used to close and automatically bills your customers for the work performed.

Note: You can also close a work order in the FleetLogic web application.

 

Workflow

Notes

  • Work orders are only automatically billed to a customer when the work order is set to the Closed status
  • You can add multiple technicians to a work order at any point in the workflow except when the work order is in the Completed or Closed status

Common use case scenarios:

Maintenance

A bulldozer you rented to a customer needs an oil change. The counter worker creates a work order in the FleetLogic desktop application and assigns it to a technician. The technician visits the customer’s site, performs the oil change, and signs off on the work order in the FleetLogic mobile application. Your SRM application user or FleetLogic Counter closes the work order and the customer is billed immediately for the work. 

Repairs

Your company offers dedicated repair service, independent of your rental/sales services. A call comes in to repair a customer-owned boom lift. The counter worker creates a work order in the FleetLogic desktop application and assigns it to a technician. The technician visits the customer’s site, performs the repairs, and signs off on the work order in the FleetLogic mobile application. Your SRM application user or FleetLogic Counter closes the work order and the customer is billed immediately for the work. 

Fleet Inspections

A well-maintained fleet is a safe and profitable fleet. To ensure your fleet is in top shape for your customers, create internal work orders to inspect and perform regular maintenance on your assets. The counter worker or service desk creates a work order in the FleetLogic desktop application and assigns it to a technician or technician. The technician visits the yard and performs their inspection. They sign off on the inspection in the FleetLogic mobile application. Your SRM user or FleetLogic Counter then closes the work order and the cost of the work is posted against the history of the asset if parts were required. 

In-Yard Returns

Using SRM, the application administrator schedules a work order inspection whenever a piece of equipment is returned to the yard. The counter worker sees the work order in the FleetLogic web application and assigns it to a technician. The technician visits the yard and performs an inspection. They sign off on the inspection in the FleetLogic mobile application. Your SRM user or FleetLogic Counter closes the work order and the cost of the work is posted against the history of the asset if parts were required. The piece of equipment is ready to be sent out again. 

Work orders in the mobile application

Work orders are one of the core functions of the FleetLogic mobile application that enable your technicians to complete their work in the field, and then report back to your counter in real time, so that you always have the latest information as to the status of your fleet.  

You can use work orders in two main ways in the app:

  • As a reference
  • By completing and signing off on a work order 

Workflow

Completing a work order is the most complex workflow in the mobile application, and is as follows:

As a technician, you can view the list of work orders that are assigned to you, or view a list of open work orders that are not assigned.  You can then either select an assigned work order, or request assignment on an open work order. At this point in the workflow, the work order is in the Created or Assigned status.

When working with a work order that is assigned to you, you are immediately prompted to confirm which asset you are servicing, whether by a keyword search, or by using the app to scan the barcode of the asset.  At this point the work order enters the In Progress status.

By default, you are then prompted to select the type of labor involved in the work order from a user-defined list of options.

Notes:

  • You can set whether you are prompted to select the labor type or not
  • The labor types are set up in your SRM (Systematic Rental Management) application

After adding labor, you can add a number of different pieces of information to the work order record:

  • Photos of the asset
  • Comments
  • Services
  • Parts

You can also use the work order as a reference by viewing:

  • The location of the work site in Google maps
  • The previous work order history of the asset being serviced

You can claim and complete a pre-set work order inspection form.

Note: The points on the inspection form are set up by your company in your SRM application

When you are finished adding or updating information in the work order, and have completed the work, you can complete the work order.  If your company’s workflow includes green or red tagging the asset, you are prompted to print the appropriate tag. If not, you are prompted to obtain a digital signature and sign-off confirming the work is completed.  At this point, the work order enters the completed status.

In either the FleetLogic web application or SRM, the FleetLogic Counter or SRM administrator can mark the work order as closed.  Depending on the nature of the work order, a number of outcomes can occur. See: “Close a Work Order in FleetLogic” for more information on these outcomes.

Note: You cannot close a flagged work order in FleetLogic, only SRM.

For more information on work order statuses, see “About Work Order Statuses in FleetLogic”.

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