Help centre
How to make it do the thing
Short, specific answers, written for the person who has a job to get on with rather than for someone who enjoys software. If a page here does not answer your question, ask us and we will write it.
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Getting started
The first job on the board
Setting the company up, inviting the crew, and getting something real in front of them.
Getting work in
Every way a request turns into a job
Your own address, a mailbox you already run, the API, and your customers asking directly.
How work gets into WorkOrders
The four ways a request becomes a job — your own address, a mailbox you already have, the API, and your customers — and which one to pick.
Your own WorkOrders address
Every company gets an address at signup. Where to find it, what to do with it, and what happens to a message sent there.
Connect a Gmail mailbox
Point WorkOrders at a Gmail or Google Workspace inbox using a Google app password, step by step — including the 2-Step Verification that has to come first.
Connect any IMAP mailbox
The general procedure for every other provider: what to get from them first, the connect screen field by field, and what each error actually means.
Microsoft 365 and Outlook mailboxes
Microsoft has retired password sign-in for reading a mailbox, so this one cannot be connected. Forward it to your WorkOrders address instead.
An email did not become a job
Nothing is thrown away. What is deliberately never turned into a job, why duplicates only ever make one, and how long to wait.
Raising jobs from another system
When another system should raise the job itself: creating an API key, and where to send your integrator — the reference has the rest.
Running jobs
From the board to the van and back
Assigning, claiming, updating and closing work — in the office and out on site.
A work order, start to finish
The five statuses and their customer-facing names, assigning, completing, the health and safety note, deleting, and the board.
The emails WorkOrders sends
What a customer receives and when, what stays internal, what we send you about your own account, who mail comes from, and the per-person notification settings.
How long the job took
Time on site: where the figure is entered, where it turns up afterwards, and the things it deliberately is not.
In the field
The app in somebody's hand
Installing it, signing in, taking a job, and everything a technician does to one without going back to a desk.
The app on your phone
What the field app is, which phones it runs on, where to get it, and the short list of things it deliberately leaves to the website.
Signing in on your phone
The organisation code and then your own details — what the office hands out first, what a wrong code says, and what signing out clears.
Taking a job
A new job lands on every phone at once and the first to tap owns it. Claiming one, the hours you set, and what the second person is told.
Updating a job from the van
Assigned, ongoing, completed — the three moves, the note each one asks for, and recording how long you were on site as the job closes.
Photos and files from site
Adding a photo or a video to a job from the phone, what the office sees afterwards, and what happens when a send is interrupted.
Health and safety from the van
The health and safety note left when a job is finished: where it goes, who never sees it, and the sign-off worklist it lands in.
When the app cannot reach the office
Losing signal mid-job: the banner, what still works from what the phone already has, and which of the two buttons on the error screen to press.
Your customers
What the person who asked sees
The updates that go out without anyone writing them, and the portal your customers read.
Organisations, customers and sites
A person, the firm they work for, and the buildings you attend — what each one is, how sites appear on their own, and merging duplicates.
The customer portal
A place customers see their jobs with no account, two different links and why each is safe, and letting them raise a request if you switch that on.
Reports
What the work added up to
The figures for a period, the questions you ask every month, and a week of the crew's work as a grid.
Reports and saved views
The figures across the top, the five reports you already have, building one of your own, and getting any of them out as a spreadsheet.
The workload week
A technician a row and a day a column: reading a week at a glance, which day a job sits on, and the row worth looking at first.
Account and billing
Plans, seats, and who can change what
Subscriptions, invoices, and the difference between an owner, an administrator and everyone else.
Quick answers
The four things people ask before they ask anything else. None of them is long enough to be worth a page of its own.
Do I have to connect a mailbox before I can use it?
What does the free trial cost, and do I need a card?
Who in my firm can change the settings?
Something is not covered here.
Everything above works on the free trial
Connect a mailbox, watch a real email become a work order, and decide from there.