The Work Order App App Built for Construction Teams
Sitemate’s Work Order App helps streamline the workflow as the app directly creates the work order from fault reports, scheduled maintenance calendars, and inspection findings. It even collects all the vital details and pre-populates the work order before it reaches the technician. Every additional hour during equipment downtime increases maintenance costs. Using the Work Order App lets users capture the scope of work, required items, safety measures, and procedures all in one place and track progress from start to finish. This drastically improves the time it takes to complete a maintenance task.
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Why Work Order App management Is Harder than It Should Be
Manual work orders delay the needed repairs
Work orders created using paper-based forms and spreadsheets can significantly delay maintenance repairs. The manual process consumes a substantial amount of time, which may result in mechanics arriving on site without the information needed to repair the machinery.
Form errors cause repeat site visits and extend downtime
There is a high chance of human error when completing the work order process manually. These errors usually lead to incomplete or incorrect work orders, which in turn result in the provision of insufficient or incorrect parts. This extends the equipment downtime and requires additional visits from the mechanic, which increases costs and decreases productivity.
No clear visibility on the process
Personnel involved in the work order process usually have trouble knowing the status of the work order when they process it manually. This situation leads to miscommunication, which makes the estimated time of arrival and follow-up work ambiguous.
Incomplete records and broken audit trails
Completed manual work orders are stored physically and are often left unchecked and unreviewed. This outdated setup usually causes problems during audits, which leads to non-conformance to established standards and regulations.
A Smarter Way to Manage Work Order App
Smart generation from any source
With the strong capability of Sitemate’s AI assistant, Storm, work orders can immediately be created from raised issues, scheduled services, or findings from inspections, complete with fault details and pre-populated asset information so maintenance workers can start work right away.
Single work order for multiple raised issues
Supervisors and engineers can collectively integrate all identified issues into a single work order to streamline equipment repair and reduce asset downtime across the fleet.
Tracking progress in real-time
The Work Order App allows managers and fleet supervisors to immediately grasp the current status of maintenance work. Mechanics can use the app to update work progress using either a mobile device or a computer and immediately notify supervisors as needed.
Incomplete records and broken audit trails
Easily compile completed work orders in a single cloud location and access them any time. Furthermore, work orders can be directly linked to asset records, which include maintenance history, inspection records, and cost tracking, helping support compliance and warranty claims without any manual work.
Understanding Work Order App Software
What is a Work Order App?
A Work Order App is a purpose-built digital solution that allows users to generate, assign, track, and close maintenance and repair activities. It was designed to replace paper-based forms and streamline the whole work order process. Businesses integrating this tool can significantly improve visibility on work orders and reduce the amount of time needed for administrative work.
Key items needed in an effective work order
- Asset identification, location, and current maintenance schedule
- Fault description with photos, diagnostic codes, and inspection findings
- Required parts list with inventory availability confirmation
- Safety requirements and PPE specifications for the job
- Estimated hours, skill requirements, and assigned technician
- Step-by-step repair procedures drawn from asset maintenance history
- Parts usage and labor time tracking recorded on completion
- Sign-off, quality verification, and photographic evidence of completed work
How does tracking the work order help with maintenance outcomes?
Work orders contain the information maintenance workers need to properly address problems and faults. For this reason, it is vital to have a complete and correct work order, as it serves as the foundation for the needed maintenance work on the machinery and equipment. To ensure correctness and completeness, the work order process needs to be tracked. Tracking the work order establishes clear coordination between relevant personnel, provides the correct requirements, and establishes the appropriate safety measures for the maintenance activity. In short, tracking the work order helps with both quality and safety assurance.
How To Set Up a Digital Work Order App Using Sitemate
Import the assets
Create the needed templates
Create the needed work order templates for all maintenance tasks. Include the following information: parts lists, procedures, and needed safety measures for each asset type.
Establish the workflow
Establish roles and responsibilities, and create the approval workflow. Configure the automated notifications based on the workflow.
Link inventory
Link the inventory system to have real-time visibility on parts availability when work orders are created.
Train the involved personnel
Start Faster With Built-In Work Order App Templates
See How Sitemate Has Already Helped Companies Like Yours
"Instead of spending 5 days on data entry, it's now just ad hoc time checking the data coming in electronically."
- Rhys Thomas, CFO
95% time saved
On manual HR data entry tasks
0 lost forms
Thanks to digital submission
Integrating Flowsite automation in work orders
Flowsite can help create work orders from scheduled maintenance calendars, send parts availability to relevant personnel, and push completion data back into the fleet management system. It automates all of this and eliminates the need for manual handoffs throughout the entire process.
Comparison: Paper Work Order App vs Digital Work Order App
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
Creating the work order from fault reports
Populating asset details
Progress tracking
Checking for parts availability
Mechanic updates
Approvals
Auditability
Searchability
Reporting process
Paper
Frequently Asked Questions for Work Order App
Is the Work Order App capable of automatically generating work orders from scheduled maintenance?
Yes, the Work Order App uses Sitemate’s AI assistant Storm to automatically generate work orders from scheduled maintenance. It also has the capability to generate work orders by extracting data from inspection findings and fault reports. Fleet managers only need to review the generated work order, make minimal changes if needed, and directly approve the initiation of the activity.
How does the Work Order App assist mechanics in the field?
Mechanics can simply use their mobile devices to update the work order status, record the parts used, track labor hours, and upload photos for completion evidence. All these updates can also be viewed by supervisors in real time, eliminating the need for manual check-ins.
How does the app identify what parts are needed for different assets under maintenance?
Storm, Sitemate’s AI assistant, easily extracts the required parts from the asset database or maintenance history. Fleet managers and supervisors will just need to verify if all the needed parts are provided before the maintenance activity starts.
Can the work order record multiple faults?
Yes, relevant personnel involved in the work order process can easily combine multiple identified issues or scheduled tasks into a single work order. This way, the maintenance procedure is efficient, and asset downtime is reduced.
Can the Work Order App link completed work to asset records?
Yes, the app has the capability to automatically update the asset maintenance history whenever a work order is completed. This means that all the parts used, labor hours, costs, and sign-offs are immediately reflected in the asset records, which helps create a structured audit trail and supports warranty claims and compliance requirements.
What if there are additional parts needed during a repair?
The work order can easily be updated by the mechanics using their mobile devices to request additional parts. Automatic notifications are sent to the relevant supervisors for immediate sourcing of the parts and to prevent stalling of the maintenance activity.
Why use the Work Order App to support preventive maintenance?
The Work Order App has a feature that compiles data and sources recurring issues across the fleet. The collected information can be used to plan maintenance schedules and prevent any sudden equipment downtime. This proactive approach helps companies be better prepared in terms of parts lead time, equipment downtime, and cost control.
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