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PERMISSIONS: Account Owners and Administrators can manage Work Order Statuses. Learn more in the User Roles & Permissions article.
Every organization has its own internal processes for managing Work Orders. This is why Work Order statuses can be customized to fit your workflow.
IMPORTANT: Custom Work Order statuses can only be added if you are on the Premium Plan. You can still change the Alias on the Work Order if you are on the Fleetio Professional Plan.
Add and Manage Work Order Statuses
By default, Fleetio will already have a few Work Order statuses when you set up your account. Feel free to keep these or change them as you see fit. However, if there are any current Work Orders in that status, the status can't be deleted.
To get to your Work Order Statuses:
- Go to your Account Menu and select Settings.
- In the Settings sidebar, click Work Order Statuses in the Service section.
Add a New Work Order Status
- Click the + Add Work Order Status button.
Fill out the details:
- Name
- Description
-
Completed - Turn on this toggle to indicate the Work Order is considered "completed" when in this status. Once completed, a Work Order can't be edited unless it is moved back to an incomplete status.
- Using Permissions, you can control which roles can view and change the status of completed Work Orders.
- Default - Turn on this toggle to make this status the default when a new Work Order is created. Only one Work Order status can have the Default button set to ON.
- Color - Pick a color to help visually differentiate statuses at a glance.
Customize Status List Order
Rearrange the order in which Work Order statuses appear when creating a new WO or changing the status. For example, if you add a new status that considers a Work Order to be completed, you can rearrange the status list order so the option appears towards the bottom.
From the Work Order Status list, drag and drop each status into the order you want.
Update Work Order Status
PERMISSIONS:
- If a Work Order Status is designated as "completed" (see above) users must have both Edit Work Orders and View Completed Work Orders permissions to update its status.
- If a Work Order Status is not designated as "completed", users must have both Edit Work Orders and View Incomplete Work Orders permissions to update its status.
See Fleetio Manage Permissions Reference for more information.
There are two ways to update a Work Order's status on the Work Order details screen:
- Hover over the status field and click to edit it (a).
- Click the status drop-down menu and choose a new status (b).
Work Order - Complete
When the status is changed to "Complete," the following things occur:
- All selected Issues on the Work Order will be marked resolved.
- All Service Tasks will be logged, and their last performed date and meter readings updated accordingly.
- Service Entries are automatically generated so that all maintenance for a vehicle can be summarized in Lists and Reports.
NOTE:
- Reopening a "Completed" Work Order will automatically delete any associated Service Entry.
- Reopening a completed Work Order that utilizes Parts from an archived Part Location will automatically restore the Part Location. See Archive, Restore, or Delete Part Locations for more information.
Status Update History
View all the status updates made to a Work Order by selecting the History link in the Status field on the Work Order Detail screen. The changes are listed in chronological order, with the duration of each status shown to the right. If the current status is a “Completed” one, the Total Duration displays in the lower right corner.
