In Wello, you can assign a work order (WO) to multiple technicians during its creation. This makes it possible for complex jobs to be worked on collaboratively by several technicians at the same time, while still maintaining clear accountability by designating one technician as the work order leader.
To begin, you need to create a new work order. This can be done from the Work Order page by selecting Services in the left navigation panel and then choosing Work Orders.
On the work order page, click the plus (+) icon or Add New Work Order to open the creation form. Alternatively, you can also use the + Quick Add button at the top of the page and select Work Order.
On the creation page, choose the location and the equipment required for the job. Once added, the system will display an overview of the account information, including the location, equipment, requester, and bill-to details. Below this lies the Work Order Details area where you ensure all details, such as the description, type, and priority, are filled in correctly. You should also estimate the job’s duration at this stage.
Assigning Multiple Technicians
The main step to assign a work order to multiple technicians is handled through the Preferred User field within the work order details.
Follow these steps:
Click the Preferred User field box under the work order details.
A pop-up page will appear to select the technicians/preferred users to assign to the job. Click the Preferred Users field to choose as many technicians as needed.
Once more than one technician is selected, the system will automatically display an additional field to select the Preferred Work Order Leader. Select the technician who will serve as the leader.
The Preferred WO Leader is crucial because, in any single job involving multiple technicians, one technician must be designated as the leader. The chosen leader will be the only person able to start the work order, manage its execution, and move it to completion.
Alongside selecting the technicians, you also need to define when the work order is going to start. This is done through the Suggested Intervention Date field.
Click the calendar icon to select the day and the clock icon next to it to set the exact time.
For example, if the work order is to begin on Monday at 9:00 a.m., simply pick Monday from the calendar and set the time to 9:00 a.m.
After selecting the technicians, the leader, and the suggested intervention date and time, click the “OK” button at the bottom left to finalize these selections.
Planning and Confirming the Work Order
When all information is complete, select Status and Continue button below the creation page and then choose Plan the Work Order Now. At this point, the system will display a notification to confirm the planning. The confirmation will clearly shows the selected technicians, the assigned date, and the planned time. For example: This work order has been suggested for Monday, 9th December 2024 at 9 a.m. for the following users: Alex and Bryan.
To finalize, click Plan on Tentative Date. The work order will then be planned for the selected technicians at the specified time on the planning slot.
Managing the Work Order Leader
A fully white user icon is displayed on the planned work order for the selected team leader to indicate their role. If you need to change the designated leader after planning, select the work order for the desired technician, right-click, and select Assign as Work Order Leader. The leader icon will update immediately to reflect the change.
It is important to note that only the work order leader can start and complete the work order. While other technicians will be able to view the work order details and see who the other planned technicians are and who is assigned as work order leader, but they will not be able to start it.
The WO leader is responsible for:
Starting the work order
Adding work order information
Adding the working (billable) time for other technicians
Getting the customer’s signature
Completing the work order
Work Order Duration and Scheduling Across Days
If the estimated job duration exceeds the technician’s available working hours for a single day. In such cases, the system will automatically extend the planning across multiple days. For instance, if a job is estimated to take 20 hours but a technician's working hours are 8 hours per day, the work order will be planned for the next three days (e.g., Monday to Wednesday). This ensures continuity while respecting standard working schedules.