What does the eSPACE Work Order Management solve for you?
Are you tired of having a difficult to track work order system within your organization? We have a single resource for all of your work order management needs.
Some Benefits and Highlights:
Users & Locations are already integrated for bundled clients using both the Event Scheduler and Work Order Management modules
Since the modules are now integrated, you will not have recreate all the users and/or locations for your trial. Just set the appropriate permissions for any user that needs access to both modules.
What is a Service Category and how do I use one?
Service Categories differentiate your work orders based on the type of work to be accomplished, as well as assigning the right group of vendors to the work order. For example, if a pipe bursts in your wall, you can signify that it is a plumbing problem by associating a "Plumbing" service category. To add a new "Service Category", click on Settings>Basic>Service Categories, then click "Add New Service Category" add your information and SAVE. As a note, you can run reports based on one or more service categories.
Track Work Orders Associated with Equipment
You can track the work orders associated with each piece of equipment. This will help with the future planning of replacements as well as help manage the people working on them. Click on Settings>Basic>Equipment, then click "Add New Equipment", and then fill out all the information associated with the equipment and SAVE. You can even upload a picture of the piece of equipment for your records.
Allow Users to create Work Orders from their User Portals!
You can add a portal user by going to Settings>Basic>Users, "Add New User", add their information and select "Work Order Portal User". This allows the portal user (ex: Security Guard) to request work orders only and add conversations within, without them having access to the Work Order Management dashboard.
IMPORTANT NOTE: If you are a bundled client, all internal users that have access to the Event Scheduler module have the ability to create a work order from their Event Scheduler dashboard. There is a "Work Order Portal" button on the top of their dashboard that they can select when they want to add a work order. There is no need to add them as portal users in the Work Order Management module!
Assign a Work Order to a Specific Department
When creating a work order, you can assign the work to a specific department ( Ex: Housekeeping, Grounds, etc.). Start by going to Settings>Basic>Departments, then select "Add New Department", complete the required information and SAVE.
Help manage external vendor relationships thru the site. You can assign work orders to them and communicate thru the site.
External Vendors are people/organizations that are outside of your organization that have been assigned to perform the duties of a work order (ex: Trane, Oracle, etc.). To add external vendors, go to Settings>Basic>External Vendors, then select Add/Search External Vendors. You can search by company name and state within our system. If nothing comes up click Add External Vendor. Fill in the vendor name, address, associate the appropriate service categories and SAVE. A contact must be added in order to assign the work order.
Do you want to be able to manage your inventory?
All Admins within Work Order Management have complete access and can manage inventory. However, if an Admin gives a Sub-Admin permission rights to manage inventory, they will also see the Settings>Advanced>Inventory tab on their dashboard.
In order to manage your inventory you may start with clicking on Settings>Advanced>Inventory, then click on Inventory Types. Next, click on Add New Inventory Type, then fill out what type you want to add (ex: Cleaning Supplies) and select one or more Service Categories you want to link it to (ex: Housekeeping / Janitorial).
Now, go to Inventory items, select Add a New Inventory Item (ex: Antibacterial Disinfecting Wipes) , complete the form and SAVE.
If you would like to keep track of what you currently have in inventory you can click on Settings>Advanced>Inventory>Current Inventory, then click on "Inventory Adjustment" as shown below.
Then choose the inventory item, location, action (receive or deplete), quantity and SAVE.
Can I attach Documents?
Yes! You can easily upload any documents (owner's manuals, evacuation plan, work schedules, etc.) to your Document Library that you want to have access to and be able to share with others within your organization. You can add these to equipment or within a work order. Go to Settings>Advanced>Document Library, fill in the name of the document, and then upload it. It will now be included in your document library any time you need it to help with the Work Order process.
How do I add a Work Order?
On your dashboard, click Add Work Order, located on the top right of your dashboard or from the left sidebar of your dashboard as shown below. Complete the form and attach any necessary documents and click SAVE. This will generate the work order for an Admin to approve and process.
Conversations within a Work Order
When using the eSPACE Work Order Management module, you may be asking what are conversations? They can be defined as a group of comments between a certain sub-set of people regarding the work order. Conversations exist in Work Order Management so that all communication and comments around a work order can be streamlined and logged.
SUPPORT: Questions, Concerns, Ideas?
We are grateful for our clients and strive to provide the best customer service out there! You can start a live conversation with our Customer Support team by clicking on "Support", located on the top right of your dashboard as shown below or call us at 888-448-5664. We welcome any questions or concerns that you may have.
Also, within the "Help" drop-down menu, feel free to click on "Post Idea" if you have any suggestions or ideas that you'd like to share. Your ideas are important to us and drive development!
We have also provided Knowledge Base, which contains many articles and short videos to help you get started!
Our goal at eSPACE is to assist you with being more effective, efficient and intentional with the facilities that you have been entrusted to steward!
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