Work Orders

1. Overview

Work Orders in tamato are used to plan, assign, and execute maintenance work in a structured and trackable way. They define what work needs to be done, when, where, and by whom.

This feature exists to ensure maintenance activities are clearly defined, properly scheduled, and consistently documented. Work Orders help teams improve execution efficiency, accountability, and reporting accuracy.

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2. When to Use This Feature

Use a Work Order whenever maintenance work is ready to be planned or carried out.

Typical use cases include:

• Executing corrective or preventive maintenance tasks

• Scheduling planned maintenance activities

• Assigning work to technicians or teams

• Tracking labor time, costs, and completion status

Work Orders are typically used by:

• Maintenance managers to plan and assign work

• Technicians to execute and document tasks

• Operations managers to track progress and outcomes

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3. Step-by-Step Instructions

To create a Work Order in tamato:

1. Navigate to Work Orders in the main menu

2. Click Create Work Order

3. Fill in the required fields:

   • Title (required)

   • Upload picture or attachment (optional)

   • Start date with hours and End date (optional)

   • Location (required)

   • Assign the work order to a user or team (required)

   • Priority (required)

   • Asset (optional)

   • Label (optional)

   • Description (optional)

   • Estimated hours (optional)

   • Estimated costs (optional)

   • Task items (optional)

   • Checklist (template) (optional)

   • Custom fields (optional)

4. Click Done

The Work Order is created and immediately available to assigned users.

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4. Field Explanations

Title (required)

A short description of the work to be performed.

Best practice: Use action-oriented language (e.g. “Replace air filter on HVAC unit”).

Upload Picture or Attachment (optional)

Images or documents related to the work.

Best practice: Attach manuals, diagrams, or photos to reduce ambiguity.

Start Date / End Date (optional)

Defines the planned execution window for the work.

Best practice: Include realistic timeframes to support scheduling and workload planning.

Location (required)

Specifies where the work will be carried out.

Best practice: Select the most precise location available.

Assigned User or Team (required)

Defines who is responsible for executing the work.

Best practice: Assign ownership clearly to avoid delays or confusion.

Priority (required)

Indicates urgency and importance of the work.

Best practice: Align priority with operational risk and impact.

Asset (optional)

Links the Work Order to a specific asset.

Best practice: Always assign an asset when maintenance affects equipment.

Label (optional)

Used to categorize or tag the Work Order

Best practice: Use labels consistently for reporting and filtering.

Description (optional)

Additional details about the work to be performed.

Optional

Best practice: Include constraints, safety notes, or special instructions.

Estimated Hours (optional)

Expected labor time required.

Optional

Best practice: Use estimates to improve future planning accuracy.

Estimated Costs (optional)

Expected material or service costs.

Best practice: Enter estimates to support budget tracking.

Task Items (optional)

Individual steps or actions within the Work Order.

Best practice: Break complex jobs into clear, manageable tasks.

Checklist (Template) (optional)

Standardized checklist to ensure consistent execution.

Best practice: Use templates for recurring maintenance activities.

Custom Fields (optional)

Additional fields based on company-specific requirements.

Best practice: Use custom fields sparingly and consistently.

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5. What Happens After Submission

After submission:

• The Work Order is created with an initial status (e.g. Open or Scheduled)

• Assigned users or teams are notified

• The Work Order appears in planning and scheduling views

• Technicians can start, pause, and complete the work

• Actual time, costs, and results can be recorded

All updates are logged for reporting and audit purposes.

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6. Permissions & Roles

Permissions depend on user roles:

• Maintenance Managers can create, edit, assign, prioritize, and close Work Orders

• Technicians can view assigned Work Orders, update status, and log work details

• Other users may have view-only access depending on configuration

Users without sufficient permissions cannot edit or reassign Work Orders.

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7. Common Mistakes & Tips

• Avoid unclear or generic titles

• Always assign a responsible user or team

• Do not overload a single Work Order with unrelated tasks

• Use checklists for recurring or safety-critical work

• Keep estimated and actual data up to date for accurate reporting

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8. Short Summary

Work Orders are the central tool for planning and executing maintenance work in tamato. They provide structure, accountability, and visibility from scheduling through completion.

Using Work Orders consistently improves maintenance efficiency, data quality, and operational control.

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