Managing Work Orders

The Client Requests module includes a Work Orders option where you can handle purchase/work orders for your customers. With RotaPad’s simple integration into your website or system, it easily pulls data into the platform and stores them as separate work orders automatically. RotaPad pulls some of the following data such as:

• Work Order Name
• Type
• Requested Date
• Client Name
• Client Contact Details
• Client Request Information
• + More

Once data pulls into RotaPad, work orders may be delegated to team members for fulfillment and tracking.

Setting Up Work Orders Post-Data Pull

The common and simplest way to handle client requests is when work orders and its data are pulled into RotaPad. Once this is available, RotaPad automatically creates a work order with this information and you can then allocate resources to fulfill them.

1. Click Work Orders below Client Requests from the Navigation Menu.

2. Locate the work order inside the list.

3. Click Edit Shift icon at the bottom of the work order card.

4. Edit the following fields then click Update Shift.

Field Name	Description	Example
Start	The start date and time of the instance. Note: Dates are displayed in MM/DD/YYYY.	04/16/2023 05:00 PM
End	The end date and time of the instance. Note: Dates are displayed in MM/DD/YYYY.	04/16/2023 10:00 PM
Title	The client name for the work order request.	Print Request 101
Priority	The priority level assigned to a work order: Lowest Low Medium High Highest	Low
Status	The current work order status: To Do On-Hold In-Progress Complete	To Do
Task Type	The type of task type for the work order: General Task Sales Lead Support Issue Note: These options are customizable based on your company requirements.	Sales Lead
Description	Enter relevant details about the instance.	Print 100 shirts.
Reporter	Displays client data details automatically pulled from your specific company website/system or if entered manually in RotaPad.
Assignees	The team members allocated to work on fulfilling this work order. Click the checkbox beside the team member name(s) listed in the Team Availability list to assign them.	John Smith
Team Availability	Displays team members available to work. Availability tags are displayed beside team members where scheduling conflicts exist. Note: If scheduling conflicts exist for a specific team member, you cannot assign them the work order.

The work order is now updated.

Creating Work Orders Manually Inside RotaPad

RotaPad lets you input work orders directly inside the platform, which is ideal for cases where your clients contact or e-mail you requests instead of using your website or system.

1. Click Work Orders below Client Requests from the Navigation Menu.

2. Click the + Add Shift card.

A blank event card is now created with the current date shown inside of it.

3. Click Edit Shift icon at the bottom of the work order card.

4. Edit the following fields then click Update Shift.

Field Name	Description	Example
Start	The start date and time of the instance. Note: Dates are displayed in MM/DD/YYYY.	04/16/2023 05:00 PM
End	The end date and time of the instance. Note: Dates are displayed in MM/DD/YYYY.	04/16/2023 10:00 PM
Title	The client name for the work order request.	Print Request 101
Description	Enter relevant details about the instance.	Print 100 shirts.
Priority	The priority level assigned to a work order: Lowest Low Medium High Highest	Low
Status	The current work order status: To Do On-Hold In-Progress Complete	To Do
Reporter	Displays client data details automatically pulled from your specific company website/system or if entered manually in RotaPad.
Assignees	The team members allocated to work on fulfilling this work order. Click the checkbox beside the team member name(s) listed in the Team Availability list to assign them.	John Smith
Team Availability	Displays team members available to work. Availability tags are displayed beside team members where scheduling conflicts exist. Note: If scheduling conflicts exist for a specific team member, you cannot assign them the work order.

The work order is now created.