Creating and Managing Work Orders

What is this?

Work orders are how maintenance work gets tracked in Clue. Every repair, service, and inspection job gets a work order. It holds the asset, the mechanic, the parts, the labor, and the cost. One record for the entire job, from start to finish.

Who is this for?

• Foremen - Create work orders, assign mechanics, set priorities, and track progress.
• Mechanics - See your assigned jobs, log what you did, close them when done.
• Equipment Managers - Review open work, monitor costs, approve completed jobs.

How to create a work order

Step 1: Open Work Orders

Go to Work Orders in the sidebar. Click + New Work Order.

Step 2: Fill in the basics

Select the asset, set the work order type (standard, PM, inspection, etc.), assign a mechanic, and write a brief description of what needs doing.

Step 3: Set priority and dates

Set the priority (High, Medium, Low) and the due date. The due date shows on the mechanic's schedule and turns red when overdue.

Step 4: Add tasks and parts

Add tasks (individual activities within the job). Add parts individually or apply a kit. Each task and part tracks its own status and cost.

Multiple activities on one work order

A single work order can hold many tasks. Oil change, filter replacement, belt inspection, fluid top-off. All on one WO. Every task is searchable across the system, so you can find "belt inspection" regardless of which work order it is on.

Foreman override

Need to cancel or change a work order after work has started? Foremen can modify the WO at any stage. Remove parts that were not used. Adjust hours. Change the mechanic. Cancel the entire job if the asset got pulled from service. Hours and parts return to availability.

Custom statuses

Work orders move through statuses: Open, In Progress, On Hold, Completed. Your admin can create custom statuses that match your workflow (Waiting for Parts, Pending Approval, etc.).

The full details

• Works on: Web app and mobile app
• WO types: Standard, PM, Inspection, and custom types
• Tasks are searchable. Find any activity across all work orders.
• Vista sync: Work orders push to Vista automatically if enabled.
• Cost tracking: Labor + Parts + Sublet costs roll up on the work order and the asset.
• Attachments: Add photos, documents, and invoices to any work order.

Tips

• Use tasks for each distinct activity. "Changed oil" and "replaced air filter" should be separate tasks. This gives you searchable repair history.
• Set due dates. A work order without a due date is a work order nobody tracks.
• Add photos before and after. Visual proof saves arguments later.