eSPACE Work Order & Asset Management: Glossary of Terms – Smart Church Solutions Support Center

eSPACE Work Order Management Glossary of Terms
Term	Definition
Admin	Highest level user with full permission rights, including Settings. They can edit/delete, approve/reject work orders based on their location(s) permissions given.
Availability Schedule	Admins have the ability to set up allowable “Availability Schedules” that can then be assigned to your facility, location(s), and/or Spaces.
Calendar	Filterable calendar of all work orders that have been submitted within your org that can be viewed by users who have access to Work Order Management and based on their user permissions given. PM's (Preventive Maintenance) will be displayed on the next scheduled date.
Calendar Labels	Admins can add labels to the internal and/or public calendars to make announcements, share birthdays, etc.
Closures	An Admin has the ability to close down a facility as a whole, by location(s) or at the Item level (Spaces, Resources, Services). Closures are for a particular instance and time frame.
Combination (Combo) Space	A large space that can be subdivided into smaller spaces with partitions, dividers, etc.
Current Inventory	The current available quantity-on-hand for any item(s) within your organization.
Dashboard	A data dashboard that visually tracks work orders and tasks from creation through completion and more (ex: Filterable Calendar, Reports, Manage/View Inventory, Custom Settings, etc.). The dashboard includes various expandable approval grids with work orders based on the status, it is customizable to fit your organization's needs and the view is based on each user's permissions.
Departments	Consist of a group of individuals that can perform specific work against a number of service categories, based on their user permissions.
Document Library	A depository for any documents (ex: service manuals, drawings/diagrams, pictures, etc.) that may be associated to a work order or piece of equipment.
Drag & Drop	Allows Admins to order their spaces in the way they want them displayed during the work order creation process.
Equipment	Equipment (assets) are items that an organization would like to track carefully. They are items that help an organization carry out daily tasks that maintain their facilities, as well produce income. Equipment items can consist of water heaters, air conditioning units, refrigerators, tractors, vehicles, and much more.
Expand (+)	Anywhere you see the "+" symbol, you can click it to expand to view additional information.
Export to iCal	Ability to export your work orders to your Google or Outlook Calendars.
External Vendors	People or organizations that are external to your organization that can perform the duties of a work order assigned, based on the service categories given to them.
Form Builder	Admins can create and customize forms that must be completed by the work order requestor when adding a work order.
Internal Calendar	A calendar of work orders with optional views that only users within the system can view.
Inventory	Consumable items that are not tracked individually (ex: light bulbs, paper towels, air filters, etc.)
Inventory Item Types	The classification of inventory groups (ex: Cleaning Supplies, Office Supplies, Lighting, HVAC Parts, etc.) that is associated to one or multiple Service Categories.
Inventory Items	Inventory items (consumables) are used once or last only a short amount of time (ex: office supplies such as paper and pens, perishables of any kind, and items that are used only once, such as bandages, light bulbs disposable air filters, etc.) These items do not need to be tracked closely like equipment, but knowing the quantity on hand is valuable to an organization so that they can be reordered when necessary.
Item Tags	Ability to add attributes to any item (Space, Resource, Service) so that you can easily filter and search for items in a very specific way (ex: TV, Whiteboard, No Food Allowed, Seats 6, etc.)!
Knowledge Base	A library of helpful articles and short videos that can be searched by topic.
Location(s)	Defined by physical address (ex: Campus, School, Building, etc.).
Notification Preferences	Every user who has access to the dashboard has the ability to view and subscribe to any number of system notifications that are sent out of eSPACE.
Notifications	These are system generated notifications that are sent out of eSPACE.
Parent/Child Hierarchy	Ordering of items within eSPACE when using a hierarchical tree. Children items branch from the parent item and can be as granular as desired.
Portal User(s)	User who can create and submit work orders only, based on permissions given (ex: Security Guard, etc.) without 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!
Post Idea	All users who have access to the dashboard can submit their ideas to eSPACE so that they and others within the system can vote on them. Our development team reviews these on a regular basis and considers them for future enhancements.
Preventive Maintenance [PM]	Scheduled maintenance that rolls out as a work order on the next scheduled date, based on the frequency associated.
Priorities	Default color-coded work order priorities ( Urgent, High, Medium, Low) that can be selected by the user to indicate the urgency of the work order. These can be customized and sorted by Admins.
Profile	Where users can manage their notification preferences, modify name, email, select Work Order Details View Type and add a profile image.
Public Work Order Request	Admins can opt to allow the public (people outside of eSPACE) to submit a work order via a public form or email.
Routing Rules	Ability for Admins to assign work orders automatically based on customized routing rules selected within settings.
Service Categories	Service categories differentiate your work orders based on the type of work to be accomplished, as well as, assigning the right group of users/vendors to the work order (ex: Janitorial, Electrical, Grounds-keeping, etc.).
Space Availability	A feature within eSPACE that allows you to look for an available space to do work, based on start/end and date/time selected.
Spaces	Room or place where work orders are to be performed (ex: Atrium, Sanctuary, Bathroom, Parking Lot).
Sub-Admin	Mid-level user with access to the dashboard and has partial Admin rights. They can be given the ability to manage locations, users, equipment, inventory, work orders, Preventive Maintenance [PM] and/or close work orders, based on their location(s) permissions.
System Alerts	Admins can enable multiple system alerts (ex: Outstanding Daily/Weekly Work Order Digest, Inventory Reorder, Work Orders Not Accepted, etc. ) for your Admins/Sub-Admins to subscribe to. Email notifications will then be sent out for subscribed system alerts.
Tasks	Individually assignable actions to be performed as part of a work order.
Task Groups	A grouping of multiple tasks so that they can be quickly added to any work order or Preventive Maintenance.
Tasks Library	Singular tasks that can added and associated to Service Categories OR Task Group so that they can easily be added to any work order or Preventive Maintenance [PM]. You can also add an estimated work time for them.
Transfer Work Orders	Feature within eSPACE that allows Admins to transfer work orders in bulk to another desired user.
User	A person that has been given access to Work Order Management that can add and/or perform the duties of a work order, based on their user permissions given.
User Defined Fields	Customizable fields that can be added to work orders or equipment to gain more information (ex: Department Code, Square Footage, Tonnage, etc.).
Users	All users that have been added to eSPACE by an Admin.
Vendor	Outside contractor that is hired to perform the duties of a work order (or task).
Vendor-Accepted	Work order assigned to and accepted by an external vendor to complete the work assigned.
Vendor-Rejected	Work order assigned to and rejected by an external vendor with reason (optional).
Work Order Portal	If you are a bundled client using the Event Scheduler and Work Order Management modules, users who have access to the Event Scheduler dashboard can easily request a work order by selecting this button on their dashboard.
Work Order(s)	A job or task request that can be submitted, assigned and scheduled so that a user can perform the duties of the work order, based on their permissions.
Work Order(s) Approved	Work order that has been submitted, approved, and assigned by an Admin or Sub-Admin, based on their permissions.
Work Order(s) Completed	Work order marked completed by user who performed the duties of a work order so that the Admin/Sub-Admin can either "Close" or "Not Accepted"
Work Order(s) Created	Work order that has been added and submitted for approval.
Work Order(s) Not Accepted	Work order that was either submitted and not accepted OR the work was performed/completed by a user; however, the Sub-Admin/Admin were not satisfied with the work and chose not to accept it.
Work Order(s) on Hold	A submitted work order placed on hold by an Admin or Sub-Admin (based on permissions) with reason given (optional).

Related articles