Work Orders & Maintenance

Work Orders track repairs, inspections and preventive maintenance for your apparatus, stations, facilities and equipment — from the moment somebody reports a problem to the moment an authorized person verifies the fix and (where needed) releases a safety hold. It sits alongside Checklists (which find the problems) and Inventory (which holds the parts and serialized assets).

Readiness Pro add-on

Work Orders and the preventive-maintenance engine are part of the paid Readiness Pro add-on. History always remains readable; creating new work requires an active Readiness Pro subscription and the Maintenance module enabled under Department Settings → Module Settings. Subscribe from Work Orders → Readiness Pro or Department → Subscription & Billing.

Where to find it

Left menu → Work Orders. The landing page is the filterable list. The toolbar links to New work order, Preventive maintenance (recurring schedules), Operations policy, Bulk operations, Maintenance reports and Service history.

Filters: status, priority, type, target (unit / group / equipment), Assigned to me.

Lifecycle of a work order

Requested → Accepted → Assigned → In progress → Completed → Closed
                 ↘ Rejected / Duplicate / Cancelled          ↕ On hold

Status	Meaning
Requested	Somebody submitted a request. Anyone with department membership can request.
Accepted	A manager triaged it and agreed it is real work. Acceptance stops the response clock.
Assigned	Given to a specific member or personnel role. The assignee must Accept assignment before work can start.
In progress	Work is being done. Labor, parts and files are usually added here.
On hold	Waiting for parts, vendor, weather, approval …
Completed	The technician says the work is done and confirms all task steps are complete. Completion stops the repair clock.
Closed	Verified. Safety-critical work must be verified by a different authorized person.
Rejected / Duplicate / Cancelled	Terminal states. Duplicate records the canonical work-order ID.

Every status change asks for a reason and is written to the Activity timeline.

Creating a work order

Work Orders → New work order is a four-step form.

1 · Describe the work

Field	Notes
Title / Description	What needs doing. Be specific — this is what the technician reads.
Type	Corrective, Preventive, Inspection, Facility, Other.
Priority	Low, Normal, High, Emergency. Priority drives the service-level clocks (see Operations policy).
Due date	Drives the overdue flag and escalation.

2 · What it is for

Field	Notes
Maintenance target	A Unit (apparatus), a Group / station, or a serialized Equipment asset from Inventory.
Site, building or location	Free text: Station 2 bay 3, Roof, north side.

3 · Cost and vendor

Field	Notes
Estimated cost / Approved cost / Currency / Cost center	Used by the spending-approval policy and the cost reports.
Vendor details / Warranty reference	Who is doing outside work and whether it is under warranty.

4 · Safety and procedure

Field	Notes
Safety-critical work	Requires independent verification before closure and enables safety holds.
Hazardous work	Requires procedure reference, version, permit, isolation reference and qualified-personnel details before work can start.
Task steps	The checklist the technician works down. All steps must be confirmed before Completed.

caution

Resgrid records procedure and isolation references; it does not perform physical isolation (lock-out / tag-out) or authorize return to service. Your written safety procedures still govern.

Working a work order

The detail page has tabs for Activity, Comments, Labor, Parts, Files, Safety holds and (Readiness Pro operations) Spending approvals, Vendor charges and Parts allocation.

• Labor — work date, hours, hourly rate, note. The person defaults to the current user.
• Parts — either free-text parts (recorded for cost only; Inventory stock is not changed) or Inventory-linked parts (item, source stock location, lot). Inventory parts use ledger costs and, for controlled stock, still require an independent witness in Inventory.
• Files — PDF, PNG or JPEG up to 10 MB, virus-scanned. Files can be withdrawn but never deleted.
• Resolution / Cause / Verification and test evidence / Verified by — filled in at completion and closure.
• Export produces a printable record with the revision reference.

Safety holds

When a work order places a unit out of service or equipment out for repair (manually via Apply safety hold, or automatically from a failed checklist), the unit's status is changed and the hold is recorded. Releasing a hold requires an independent authorized reviewer who records their qualification and release evidence. Closing a work order never restores service by itself — the hold must be released, and the previous state is only restored if it is unchanged and no other holds remain.

Parts allocation (Readiness Pro operations)

Reserve stock → issue it to a work location → consume it, or return unused parts to the source. Reserved and issued balances cannot be used by other orders. Only consumption is charged as a parts expense. Outstanding reservations must be released before the order can be completed.

Preventive maintenance (recurrences)

Work Orders → Preventive maintenance → New preventive schedule creates a schedule that generates work orders automatically.

Trigger	Options
Calendar frequency	None, Daily, Weekly, Monthly, Quarterly, Yearly, with first due date and local time, time zone, optional service window (e.g. only on weekdays 08:00–16:00) and blackout dates.
Meter trigger	Operating hours, operating cycles, miles or kilometres, with an interval and baseline. Record readings from the schedule page (Record reading) or let the Unit app / API feed them. A meter reset (replacement) is an audited action with a required reason.
Condition trigger	A threshold on a recorded measurement (at or above / at or below), e.g. tyre tread depth, battery voltage, pressure.
Lead time in days	Create the work order this many days before it is due.
Completion-based	Measure the next interval from verified closure instead of from the previous due date.
Assignment and escalation	Who the generated order goes to; escalate after N overdue minutes to an escalation role.

Calendar, meter and condition triggers use whichever is reached first. One pending order is allowed per schedule; cancelling a generated order pauses the schedule for review. Use Approve deferral to move a due date with an audited reason rather than editing it.

Operations policy

Work Orders → Operations policy (administrators) sets department-wide rules:

Section	What it controls
Spending approvals	Require independent approval when estimated cost, or the running total of labor + vendor charges + committed parts, exceeds a threshold (per currency). The requester can never approve their own request.
Business calendar	Working days, hours and holidays used for the service-level clocks.
Service targets	Per-priority response target and repair target in working minutes. Deadlines start at creation; acceptance stops the response clock; completion stops the repair clock. Set both to zero to disable a priority.

Bulk operations and import

• Bulk operations — preview up to 200 rows of assignment or status changes, then apply the valid rows. Each row is applied independently; errors stay visible and successful rows are not duplicated on retry.
• Import work orders — paste CSV using the downloaded template (keep the column names; numeric type 0–4, priority 0–3, UTC dates such as 2026-09-09T12:00:00Z).

Reports and history

• Maintenance reports — for a UTC date range (up to 366 days): total / open / overdue orders, open by priority and age bucket, mean repair time, active vs waiting vs downtime hours, preventive-maintenance compliance, repeated failures, missed response / repair targets, and costs by currency. Export CSV.
• Service history — one row per order and currency, all-time unless filtered.
• A work-order snapshot is also included in the Checklists Readiness packet for a call.

Permissions

Permission	Default	Grants
Manage work orders	Department admins	Triage, assign, change status, verify, apply/release holds, edit policy, run bulk operations.
View other members' work orders	Department admins	See work orders raised by others in the permitted group or department. Requesters always see their own.

Spending approvals and safety-hold releases additionally require the approver to be a different person from the requester / completer.

Setup examples

Department type	How to use it
Fire (any size)	Preventive schedules per apparatus: annual pump test (calendar), oil change every 250 engine hours (meter), ladder inspection yearly. Enable Create a work order on failure on the daily apparatus checklist so a bad brake light becomes a ticket automatically.
EMS	Ambulance mileage-based service (meter, miles), stretcher and monitor preventive inspections (equipment target), Hazardous work off, spending approval above $500 with the operations manager as approver.
SAR / wildland	ATV/UTV hour-meter service, rope and hardware retirement schedules (condition trigger on inspection count), chainsaw service.
Emergency management	Generator monthly run (calendar) and annual load test, radio cache inspection, trailer registration/inspection.
Security / facilities	Facility type work orders for door, camera and lighting faults raised from patrol checklists; business calendar Monday–Friday with response targets; vendor charges for outsourced repairs.
Industrial ERT / plant	Hazardous work and Safety-critical used routinely; permit, isolation and qualified-personnel fields mandatory; independent verification and safety-hold release enforced by policy.

Technical reference

Item	Value
Controller	WorkOrdersController (partials WorkOrderMaintenanceController, WorkOrderOperationsController, WorkOrderReportingController)
Routes	/User/WorkOrders/{Index,New,Detail,Edit,Evidence,Recurrences,NewRecurrence,EditRecurrence,Recurrence,Operations,Policy,Bulk,ImportTemplate,Reports,History}, /User/ReadinessProBilling/Index
Feature flag	Maintenance.WorkOrders (seeded off by M0189) and an active Readiness Pro addon payment (PlanAddonTypes.ReadinessPro) — see ReadinessAccessService.CanUseMaintenanceAsync
Module switch	DepartmentModuleSettings.MaintenanceDisabled
Permissions	PermissionTypes.ManageWorkOrders (114), PermissionTypes.ViewAllWorkOrders (115)
Workflow events	WorkOrderCreated, WorkOrderStatusChanged, WorkOrderAssigned, WorkOrderRecurrenceChanged, WorkOrderThresholdReached, WorkOrderOverdue, WorkOrderSafetyHoldApplied, WorkOrderSafetyHoldReleased, WorkOrderDeferred, WorkOrderPartChanged, WorkOrderApprovalChanged, WorkOrderSlaBreached, WorkOrderVendorChargeChanged, WorkOrderPolicyChanged
Protected data	Work-order text and files are protected-data classified when the department is enrolled in ADP.