Learn how to quickly create a Work Order and assign Cleaners to them. Work Orders are an opportunity for additional revenue for one-off requests from your customers.
Work orders provide you with a status for the entire life cycle of the task. This allows you to know where the tasks are in the process, in real time.
Track the schedule, work summary, Work Order reference number and billing amount in one place. When a Work Order is created, it appears as a Work Order in your schedule. Work Orders can be viewed through the Schedule List and Work Order Results Report.
You can also download your Work Orders as a PDF file.
Who has access to Work Orders?
Managers and Supervisors can create Work Orders in the Swept Web App.
Creating a Work Orders
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Sign in to the Swept web app.
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Click on the Scheduling option in the left sidebar, then choose New Work Order from the dropdown menu.
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You can also create Work Orders through the Schedule List by clicking on the blue Manage Scheduling button to view the schedule list. On the green +Upcoming Shift click the arrow and select New Work Order.
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Work Orders can be created in two different states: Draft and Scheduled. To create your Work Order add the following information:
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Location - Enter the location the Work Order is associated with.
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Client - Once a location is selected a list of clients approved to the location will appear. If you do not see clients but have them entered, they are not assigned to the location. For information on assigning clients to a location click here.
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Order Reference Number - Designate a reference number for your company that you can use to track between programs if needed.
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Client Work Summary - Enter a summary of the Work Order. This information will appear in the Work Order download.
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Schedule Information - If no schedule information is entered then the work order will be saved as a Draft.
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Billable Hours - Enter how you will be billing your client for the work order. You have multiple choices for setting up billing:
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Rate Type
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Hourly - Enter an hourly rate. The rate will be calculated by the hourly rate times the recorded hours you choose.
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Fixed Rate - Enter one fixed rate for the billable hours. This rate does not take recorded hours into consideration.
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Rate - Enter the amount of one of the rate types above. The rate will default to 0.
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Recorded Hours
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Scheduled - This is the number of hours scheduled for your cleaners/supervisors to complete the work order. If you have two cleaners scheduled for 2 hours each the number of hours will be 4.
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Logged - This is how long it took your cleaners/supervisors to complete the work order. This number is based on the total time logged from the cleaners'/supervisors' time entries.
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Custom - You can enter the number of hours and they do not change based on scheduled or logged hours.
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Label - Enter a label that you can search in the schedule list and appears in Swept+.
- Checklists - If you have enhanced checklists and the user completed an assigned checklist during their work order shift the checklists will appear in the checklists card.
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Once your information has been entered select Save as Draft or Save and Schedule.
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Once a work order is scheduled you can view it in Swept+ schedules, the schedule list and the work order results report.
Work Order Statuses
Once a Work Order is created, there are 7 different possible statuses.
Draft
Drafts are Work Orders that have been created but do not have a schedule. This status is used to keep track of the Work Orders you are currently working on.
Scheduled
The scheduled status is a Work Order that has been created and has a schedule attached. Once a Work Order has been scheduled, it will be added to the users Schedule in Swept+. It will also be added to the Schedule List.
In Progress
A Work Order changes to in progress once one of the assigned cleaners/supervisors logs in to their shift. The work order will remain in progress until the end time of the shift passes. If a shift needs to be manually updated to be in progress this can be done by creating a time entry and linking the time entry to the work order shift.
Incomplete
A work order changes to incomplete once the scheduled end time of the work order passes and not all users have logged in to their shift.
Complete
A work order changes to complete once the scheduled end time of the work order passes and all users have logged in to their shift.
Invalid
If a Work Order is no longer valid, you can mark it as invalid, which cancels the shift and removes it from the assigned users' schedules. Users will receive a notification if they have notifications enabled on their phones. Invalid work orders will not appear in the billing totals on the Work Order Results Report. You can later validate the work order again, restoring the shift and notifying users if notifications are enabled. To invalidate a work order, follow the steps below:
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Go to Scheduling in the left hand menu.
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Under Reports select Work Order Results Report. For more information on the Work Order Results Report click here.
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Select the report you would like to mark as invalid.
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Click on the down arrow on the blue Save button and select Mark as Invalid. Click Continue on the confirmation modal.
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To validate go to the Work Order and click the blue Validate button.
Closed
Once a Work Order has been paid and is finalized you can close the work order manually. To close a Work Order follow the steps below:
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Go to Scheduling in the left hand menu.
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Under Reports select Work Order Results Report. For more information on the Work Order Results Report click here.
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Select the work order you would like to close.
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Click on the down arrow on the blue Save button and select Close Work Order.
Downloading your Work Order
You are able to download your work order as a pdf for filing or sending to your client.
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Go to Scheduling in the left hand menu.
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Under Reports select Work Order Results Report. For more information on the Work Order Results Report click here.
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Select the work order you would like to download.
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Click on the down arrow on the blue Save button and select Download.
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The pdf will download to your computer.