Requests and work orders
hayaterp.com ↗Run maintenance jobs in Hayat Maintenance — requests from staff and from QR codes, converting or rejecting them; work orders by type and priority with response and resolve SLA; assigning a technician, team or vendor; teams and technicians; My work on the phone; starting, holding and completing; checklists with pass / fail and readings; spare parts from the store; labour hours; vendor bills; before and after photos; AI cause and fix suggestions; sign-off, reopening and cancelling.
A request is someone saying something is wrong. A work order (WO) is the job that fixes it — or a planned job such as a monthly service. Anyone with cmms.view can raise a request; managers (cmms.manage) turn requests into work orders and assign them; technicians (cmms.work) do the work.
| Status | Means |
|---|---|
| Open | Created, nobody assigned yet |
| Assigned | A technician, team or vendor has it |
| In progress | Work started (the first start records the response time) |
| On hold | Waiting — for a part, access, the vendor — with the reason |
| Done | Completed by the technician |
| Closed | Signed off by a manager (or at once when sign-off is not required) |
| Cancelled | Not needed, with the reason |
Requests
Requests come from two places:
- Staff — Maintenance requests → + Request (Report a problem): pick the site, then the location and asset, a title, details and priority, and Send.
- Public — anyone who scans an asset or location QR code.
Managers are notified of each new request. On the request page (with any photos) a manager can:
- Convert to work order — choose the type, priority, a technician, team or vendor, a checklist, and whether the asset is down; or
- Reject it with a reason.
With Turn requests into work orders at once on in the settings, every request becomes a work order by itself. The person who reported through a QR code sees the progress on their tracking link.
Create a work order
Work orders → + Work order (or + Work order on an asset):
| Field | Fill |
|---|---|
| Site, Location, Asset | Where and what |
| Type | Corrective (repair), Preventive, Inspection or Emergency (always Urgent) |
| Priority | Low, Medium, High or Urgent — sets the SLA |
| Title, Description | |
| Technician, Team or Vendor | Who does it (can be set later with Assign) |
| Checklist | A template to follow |
| Due date, Asset down |
Create work order. The SLA times come from the priority: due to respond and due to resolve = reported time + the hours in the settings (Urgent 1 h / 4 h by default). Preventive and inspection work is due by the end of its due date. Changing the priority later re-times the SLA.
The work-order list puts open and urgent work first, shows SLA badges (time left, or breached in red) and filters by open, overdue, mine, site, asset, technician, type and priority; CSV downloads it.
Teams and technicians
Teams & technicians: + Team (name and trade, e.g. HVAC, Electrical) and + Technician — name, trade, phone, team, hourly rate, and optionally the HR employee and the user login. Linking the login is what gives the technician My work and notifications when a job is assigned to them.
Technicians who are not managers can work only on work orders assigned to them or their team.
My work
My work is made for the phone: a card per open work order of the signed-in technician, with the same buttons as the work order page. A technician opens it in the morning, starts the first job, and completes it on the spot.
Do the work
On the work order page:
- Start when you begin. Use Put on hold with a reason when you must wait, and Resume to continue.
- Answer the checklist — Pass / Fail buttons, numbers with their allowed range, text and a note per line — and Save answers. Failed or out-of-range lines are flagged.
- + Issue parts: choose the store and the items and quantities, then Issue. The parts leave stock and their cost is added.
- Log labour: technician, date and hours; the rate is the technician's (or the default labour rate).
- Add photos — before and after.
- Complete: the cause and remedy (needed for corrective and emergency work), the meter reading, the downtime hours, and whether the asset is back in service (yes by default).
Required checklist lines must be answered before completing. Completing a preventive work order moves its schedule on to the next due date or reading.
Ask AI (Suggest cause / fix, if Hayat AI is on) reads the asset's history and suggests likely causes, checks to make, a fix, parts and safety points, and warns of a repeat failure. It never changes the work order.
Vendor work
When an outside company does the job — the lift vendor, an AC contractor — assign the work order to the vendor. When their bill comes, + Vendor bill (cmms.manage): supplier, supplier invoice no., date, amount before tax, tax % and description, then Post bill. It is posted at once as a Purchasing bill on the vendor's account, and its amount is added to the work order's cost. Pay it in Purchasing.
Cost
The work order shows labour (hours × rate), parts (stock cost of what was issued) and vendor bills, and their total. Labour is costed on the work order only; parts and vendor bills are posted to the accounts (see how money reaches the accounts).
Sign-off, reopen and cancel
- Sign off (cmms.manage): a done work order is checked and closed, with the name and a note. When Done work orders need a manager's sign-off to close is off, completing closes it straight away.
- Reopen a done or closed work order (with a reason) when the problem comes back — it returns to In progress.
- Cancel work order with a reason, from any open status.