> For the complete documentation index, see [llms.txt](https://help.getswimtech.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.getswimtech.com/documentation/using-swimtech/work-orders.md). # Work Orders Create, review, schedule, assign, and manage customer service work in SwimTech. Work Orders organize the work your team performs for customers. They bring together the customer, service location, Water Body, Products, Services, scheduling, assigned team members, Checklists, notes, and other information needed to perform and track the work. A typical workflow is: **Customer → Quote or Work Order → Schedule/Assign → Perform Work → Activity Report → Invoice** ## 🎥 Quick Overview Video ### Work Order Overview Watch this short overview to learn how Work Orders are used in SwimTech to organize and manage customer service work. [▶ Watch the Work Order Overview Video](https://drive.google.com/file/d/1i9FJp5C62DUz9FUxikhIqzR4Y_L8V2lN/view?usp=drive_link) > **Tip:** A Work Order can be created directly for a customer or created from an approved Quote. Templates can provide a starting point for commonly performed work. ## 1. Work Order LIST — Find and Manage Work Orders Open **Work Orders** from the SwimTech Home screen or bottom navigation. The Work Order LIST is the starting point for finding existing work, opening a Work Order, creating new work, and filtering the LIST.

From the LIST you can **Search**, select a Work Order to open it in READ mode, use **+** to create a Work Order, use **Filter/Sort** to narrow the LIST, or select the three-dot menu for additional actions. ### Work Order LIST Menu Actions The LIST menu provides additional Work Order actions, including: * **Create From Template** — Start a Work Order using a predefined template. * **List** — Access LIST-related options. * **Message** — Open messaging functionality. * **WorkOrder - Detailed Instructions Video** — Open detailed Work Order instructions when available. * **WorkOrder - Quick Overview Video** — Open the Work Order overview video. ### Filter and Sort Work Orders Use **Filter/Sort** to narrow a large Work Order LIST. The available controls include sorting and Work Order-specific filters such as **Type**, **Status**, and **Category**. The exact choices and counts depend on the Work Orders in your account. Select **Apply filters** to update the LIST or **Clear all** to remove selected filters. ## 2. Review a Work Order — READ Mode Select a Work Order from the LIST to open it in **READ mode**. READ mode lets you review the Work Order and related operational information without changing the record.

Review the Overview and related sections to verify the customer, addresses, Work Order type and status, scheduling information, assigned team members, Products, Services, Checklists, notes, and Water Body information that apply to the work. Use **Edit** when information needs to be changed. The three-dot menu provides additional actions appropriate to the Work Order. > **Tip:** READ mode is useful before a service visit because it gives the technician or office team a consolidated view of the work that has been requested and the information needed to perform it. ## 3. Create or Edit a Work Order — EDIT Mode Select **+** from the Work Order LIST to create a new Work Order. To change an existing Work Order, open it in READ mode and select **Edit**.

Work Order EDIT assignment and checklist

Work Order EDIT Water Body and related information

### Work Order Overview Complete the primary information that identifies the work and customer. Review required fields carefully and make sure the customer and service location are correct. ### Products and Services Add the **Products** and **Services** associated with the Work Order. These records describe what is being supplied or performed and provide the information needed later in the service and billing workflow. ### Assign the Work Use the assignment information to identify the technician or team member responsible for the work. Assignment helps connect the Work Order with the people who will perform the service. ### Add Checklists Associate the appropriate **Checklist** when the work requires a defined set of tasks. Checklists help provide consistent instructions and make the required work clear to the technician. ### Schedule the Work Configure the scheduling information needed for the Work Order. Work Orders may represent one-time or recurring work depending on the service being provided and the Work Order configuration. ### Water Body Information When the work applies to a customer's pool, spa, or other Water Body, review and associate the appropriate Water Body information. This connects the service work with the specific body of water being maintained or serviced. ## 4. Save the Work Order After reviewing the Work Order information, select **Save** to keep your changes. Before saving, verify the customer, service location, Water Body, Products and Services, assignment, Checklist, scheduling information, and notes needed by the technician. ## 5. From Work Order to Activity Report The Work Order defines the work that needs to be performed. As technicians perform scheduled service, SwimTech uses **Activity Reports** to document the work completed during individual service visits. This creates an operational flow of: **Work Order → Scheduled Service → Activity Report → Invoice** The Work Order remains the source for the planned work, while Activity Reports capture what occurred during individual visits. ## What's Next? After creating and scheduling the Work Order, continue to **Calendar** to review scheduled work or **Activity Reports** to document completed service activity. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.getswimtech.com/documentation/using-swimtech/work-orders.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.