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Create and complete a work order

Open Work Orders & Tasks, choose Add task, enter the work, priority and due details, link the asset and assignees, then move it through the status workflow to completion.

Lachlan McRitchie

Lachlan McRitchie

Co-Founder & GM of Operations

Published 9 August 2026Updated 4 November 2026

Product checked 26 September 2026 against the current MapTrack interface and feature documentation.

Before you start

Applies to
Web app
Access
Field User or Admin to create; Scanner / Viewer, Field User or Admin to update and complete, subject to the Review rule
Connection
Records per-asset outcomes offline once the work order is loaded, syncing on reconnect. Adding costs, completing the work order and creating a new one need a connection
Time
About 5 minutes to create and assign

You'll need

  • The affected asset already exists
  • The person records for assignees, watchers or reviewers already exist
  • A clear description of the required work and priority

Steps

  1. Open Work Orders & Tasks

    Open Work Orders & Tasks. In Table view, check the Asset column beside each task; choose +N to see all linked assets when there’s more than one. To create work, choose Add task and enter a short action-focused name in What needs to be done?

  2. Set the priority

    Choose Highest, High, Medium, Low or Lowest using the operational impact and safety risk, not who requested the work. Keep the same priority rule across the team.

  3. Add the working details

    Open Add description, due date. Describe the fault or required outcome, add the due date and include enough context for the assignee to start without chasing another person.

  4. Link assets and people

    Add the affected asset and choose the assignee. Add a watcher or reviewer only when that person has a real responsibility in the workflow.

  5. Create and start the work

    While online, create the task, check the details and move it from To do to In progress when work begins. Use Blocked when progress genuinely cannot continue and record why.

  6. Record time, costs and evidence

    Record the work, time, parts, notes, files and per-asset outcomes as you go. Load the work order and its procedure forms before losing reception so you can record procedures and per-asset results offline. Reconnect to add costs, then check that the saved details and attachments are present.

  7. Complete or send for review

    Finish the required asset checks and procedure forms, then complete the work order once connected. The checks and forms can be recorded offline and sync on reconnect; completing the work order needs a connection. If task review is enabled, it enters Review and the assigned reviewer or an Admin completes the final step.

  8. Confirm the result after reconnection

    For an offline trial, load the job before leaving coverage, record its outcomes on the device, then reconnect to add costs and complete it. Reopen the job from a connected session and confirm the completed state, every asset outcome, time, costs and attachments before closing the handover.

What you should see

The work order is Completed, its linked asset shows the service or work history, and the record contains enough detail to understand what happened later.

Current limits

  • Load the work order and any attached procedure forms while you still have signal. Creating a brand new work order in the field needs a connection.
  • Only the assigned reviewer or an Admin can complete a task that is in Review.
  • A task without an asset can coordinate general work, but it will not create asset-specific service history by itself.

Troubleshooting

What you seeThe Complete action is unavailable in ReviewLikely causeThe current user is not the assigned reviewer and is not an Admin.What to doAsk the assigned reviewer or an Admin to complete the review, or correct the reviewer assignment before proceeding.
What you seeThe asset does not appear in the work orderLikely causeThe asset was not added or the user cannot access it.What to doSearch for the asset in the current workspace, check access and add it before closing the work order.
What you seeField updates have not appeared for the office yetLikely causeThe work was captured offline and the device has not regained a connection long enough to sync.What to doKeep the app open on a connection until the sync completes. Work recorded offline is held on the device and replayed in order, so nothing is lost while the device is out of range.

Common questions

Both use the Work Orders & Tasks area. A work order is the asset-focused maintenance type, while a task can coordinate more general work.

Partly. Once a work order is loaded on the device, your crew can work through its procedures and checklists and record per-asset pass or fail outcomes with no reception, and those sync when the device comes back online. Adding costs and moving it to Completed need a connection. Load the work order while you still have signal first, then test the exact job your crew does offline before rolling it out across a site.

Still stuck?

Tell us the step you reached, what you expected and the exact message on screen. Remove customer, asset and personal details before sharing a screenshot.

Contact supportOpen MapTrack

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