Manage Work Orders (WOs), machine inspections, upcoming service, and Task Lists from one place—the Service dashboard within the Fleet web app. You’ll see four tabs on the Service dashboard: Work Orders; Inspections; Upcoming Service and Manage Task Lists.
Accessing the Service Dashboard
To access the Service dashboard from the T3, select the Fleet browser app from the top navigation bar.
Then select Service from the left menu.
The Service dashboard will display.
Navigating the Work Orders Tab
In the Work Orders tab, you can toggle between three tables: Open; Closed, and Billed. Open WOs are still in progress. Closed WOs have been completed but have not been billed, and Billed WOs are complete and have been billed. Export all data from any specific table by selecting Export to a CSV.
Creating a New Work Order
Select the New Work Order button.
Complete the Create Work Order window by selecting the asset or uncheck the Include Asset on Work Order? checkbox.
Add a description of the problem (required).
Include the Branch (required)
Indicate its severity by choosing Soft Down or Hard Down (required).
Add a Tag (optional).
Select the WO’s priority (required).
Select the desired completion date from the Schedule Work Order field.
Select Create or Create and View to see the WO in the Open table.
Viewing WO Details
After saving the WO with basic information about the asset and the problem, you can click the WO link, and the WO overview window will display. From here, add photos, notes, and other files associated with the Work Order. Help service technicians complete the order by adding details to the Updates section of the WO. There they can also see a running list of each update.
Tags, Actions, and Users
Add helpful tags (like Parts Ordered or Pending Estimate), change severity, urgency, and billing details, and add users to the WO at the left side of the screen.
Add a tag by clicking the + Add Tag button. Remove a tag by clicking the X within an existing tag.
Edit the existing actions of the WO, if applicable. The Billing Type defaults to Warranty and can be changed to Internal or Customer. To change your company’s default Billing Type settings for Work Orders or Inspectings, click Company, then Account Settings.
Assigning a Mechanic to a WO
Assign a mechanic to the WO by selecting the + icon in the Users section. Once a user is added, they can add updates and complete tasks related to the WO. Additionally, the maintenance tech or mechanic will receive a push notification from the Link mobile app when they are assigned to a Work Order as long as they have Link downloaded and are logged in.
Need help with Link or downloading the app? Visit equipmentshare.com/link.
Updates, Time, Parts, Task Lists, and Knowledge Base
Status updates related to the WO can be added in the Updates section.
Type a status update in the text box and attach a photo, file or other relevant information by clicking the Attach button. A list of updates will display, including a timestamp and the user who created the update.
Time Cards can be linked with a specific WO to show where and how much time was spent performing maintenance on a specific asset. The Time section will show any Time Cards entries associated with the WO. A manager can delete any time entries, if necessary.
Any parts that are needed to complete a WO will be included here. Select the +Add Part button to add a part to the service ticket.
Associated Task Lists will appear in this section, showing a list of tasks to be completed, generally for a service interval. This ensures all required tasks for each service interval are completed each time a machine reaches said interval. Add a Task List that you've created in the Manage Task Lists tab.
For example, a typical 1,000-hour service interval for a SANY hydraulic excavator includes a hydraulic oil filter replacement, a fan belt tension check, and a swing drive oil change. Users can add every task to a 1,000-hour service interval checklist to ensure service technicians don’t skip necessary maintenance—especially since neglecting service intervals can sometimes void a machine’s warranty.
The Knowledge Base section of a WO shows a list of the Complaint, Cause, and Correction for the Equipment class. This can help to diagnose or fix an issue based on historical WO data.
WO Summary and Asset Details
The WO summary is displayed on the right-hand side and provides useful information such as who created the WO, the total time spent completing the work order or servicing the machine, and the current status of the work order. The Status of the work order, Time Worked, and Date Created are details especially helpful for managing workflows and maintenance priorities.
Work Order ID
Parts Awaiting Approval
Scheduled Start & End Dates (with edit feature)
Delete Work Order
If the asset is a rental, the most recent Asset Rental information will display.
A progress bar shows the time left until the next service interval is reached. You can also see the number of open WOs, active Diagnostic Trouble Codes (DTCs), and any warranties assigned.
View the asset’s details which include the owner, make/model, serial number, hours, and more details. Check out where the asset was last parked in the Asset Location section.
Completing a WO
Depending on the WO’s status (Open or Completed), you will see the option to Complete the Work Order or Bill it. From a Completed or Billed WO, the Actions button gives you the option to Delete the WO or open a new DWO. If the DWO is complete, you will also have the option to Reopen it. Billed Work Orders cannot be reopened.
Exporting (Printing) a WO
Using the Action > Export button you can instantly print a PDF format of the WO summary.
The Upcoming Service tab shows which assets are approaching their next service interval so service technicians can easily stay on top of regular equipment maintenance. The table data includes a progress bar indicating the time until the next service interval is reached and a time remaining column to quickly see which assets are soon due for service.
Users can create a new WO from this table or export all table data to a CSV.
Manage Task Lists
You can create Task Lists and associate them with specific service intervals. This ensures all required tasks for each service interval are completed each time a machine reaches said interval.
For example, a typical 1,000-hour service interval for a SANY hydraulic excavator includes a hydraulic oil filter replacement, a fan belt tension check and a swing drive oil change. You can add every task to a 1,000-hour service interval checklist to ensure service technicians don’t skip necessary maintenance—especially since neglecting service intervals can sometimes void a machine’s warranty.
To add Task Lists to service intervals, you first need to create the list from the Manage Task Lists tab.
Click New Task List and add a name, description, and list of tasks.
Choose how each task should be marked completed, with a checkbox or a Pass-Fail-NA grade.
Save the Task List.
Edit the list from the Actions column in the Task Lists table to attach it to a Maintenance Group Interval (also called Service Groups and service intervals). You must save the Task List before adding it to a Service Group.
Select the appropriate Service Group and service interval (e.g. 500 hours).
Now, when a WO is created for that service interval on a machine in that Maintenance Group, the Task List will be attached to the WO. You can manage Maintenance Groups (Service Groups) under the Account tab on your Company dashboard.
Work Orders Created from Service Intervals
You can manually create a WO at any time, but WOs are automatically created when a machine’s service interval is reached. To find out more on how to create service intervals, see Setting up a Preventative Maintenence Interval.
Interested in getting started with T3's work order solution? Find out more and request a demo.