Daily Work Orders

Overview

The ETMS Daily Work Orders Card streamlines the daily workflow of maintenance technicians by offering an intuitive interface for accessing, managing, and updating work orders. It replaces the legacy “Employee Assignment” forms, enabling technicians to clock in/out, update work order statuses, and log materials, outside services, and notes efficiently. With support for both Individual and Shared login modes, the card adapts to different shop environments, whether users are assigned personal devices or work from shared workstations.

This module provides full visibility into labor activity, improves accuracy in recordkeeping, and reduces manual data entry through direct interaction with assigned work orders. It supports labor tracking, enhances accountability, and is compatible with inspection workflows and barcode-based inventory tracking.

The user can also Search to locate the card.

Individual vs. Shared Workstation Modes

• Individual Login:
  • Bypasses Employee ID#/PIN authentication.
  • Recognizes the user and enables “Assigned to Me” Quick Filter.
  • Standard ETMS timeout applies (15–30 minutes).
  • Credentials are known only to the user.
• Shared Login:
  • Requires Employee ID# and PIN authentication per technician action.
  • Extended ETMS timeout settings.
  • Credentials are known to all shared technicians (e.g. User Name: Shop 1; Password: Shop123)
  • Permissions are defined under the Maintenance Workstation role

Shared Setup - Personnel Card

Shared Setup - Position Card

Technicians With Individual Logins

• Log in with a personal user account
• Only see their own assignments
• Can only clock in on their assigned work orders
• Full control over their own labor history

Technicians Using Shared Workstation

• Use a shared computer or kiosk for labor input
• Must select their name from a dropdown
• Only one tech may be clocked in at a time per device/session
• Still restricted to their assigned work orders
• Designed for field shops or environments where dedicated logins are impractical

Regardless of the login method, all labor entries must include a Work Summary before the tech can clock out. This ensures accountability and provides clarity to supervisors during review.

Individual vs. Shared Views

Quick Filter

One of the first differences seen when logging in via Individual vs. Shared deals is the Quick Filter feature. If logged in as individual the system is aware of who the specific individual is and is able to filter out Work orders assigned to that individual. Shared account will not see the Quick Filter option.

Authenticate

When logged in as Shared Account, when the tech clicks a work order from the list, the Authenticate prompt will appear requiring user to enter their employee id and pin #. Once entered they will click Submit. Individual account users will not receive this prompt. Pin will timeout based on how setup.

Daily Work Orders

The Daily Work Orders Card offers a comprehensive set of features designed to streamline technician workflow and enhance visibility into maintenance operations. Users can quickly determine whether technicians are clocked in or out of work orders, and perform clock-in/clock-out actions directly within the interface. If permissions are granted, users can also create new work orders on the spot, allowing for greater responsiveness to real-time issues. Additional functions include viewing barcodes, printing work orders, assigning and viewing defects, checking asset warranty status, and interacting with inspection checklists, tasks, and parts lists. Technicians or supervisors can also add labor or outside service records, write or view notes, and update vehicle status - all from one centralized location.

Work Order Grid

• Displays all work orders in a sortable table.
• Sort defaults by Open Date (descending) but can be toggled.

The following features can be used on the Work Order Grid:

- Search Bar: Quickly locate a particular work order

- Quick Filters: Filter between Assigned to Me (only for individual login; shared users can use funnel filters), Unassigned, or All work orders

To see All work orders unclick either Assigned or Unassigned filter.

- Column Filters: Use funnel icons to refine search by field

Repair Type filter

Assigned To filter

Completion Status filter

- Column Sort: Sort each column in Ascending or Descending order (Up or Down arrow)

- Expandable Rows: Click the plus sign '+' to see open date/time

Field Definitions

- Assigned To: Shows assigned technician to the particular WO

- Employee: Currently clocked-in technician

- Time Started: Time technician began work

- Oper Code: Labor operation code selected by technician

- Completion Status: Display-only field, shows WO status. Completion Status displayed on the main form is set up via this form once a WO is selected and under the Basic Info tab is assigned. It reflects the status of the WO & is strictly informational. See samples in drop down.

Clocking In/Out

Clock In/Clock Out button is strictly informational and not interactive. Once clicked it will display which techs are currently clocked in for labor tracking. Currently only 1 tech Chris is clocked in. Form displays the tech’s short name, work order #, the labor operation code the tech clocked in with, the description of the labor operation code and the date/time started.

Clicking the plus sign '+' next to the short name displays the techs official name as setup in the HR Personnel card.

• Default View: Shows only clocked-in technicians.
• Quick Filters:
  • Clocked Out: Shows those not clocked in. 
  • None selected: Shows all. 

To clock in:

1. Click the desired Work Order from the list. 

2. If Shared login, authenticate using Employee ID# + PIN. 

3. Select the Operation Code and click Clock In. 

4. Optionally, update Completion Status 

5. Optionally, update Vehicle Status - On the Asset Number field click the Blue square icon. 

On the Asset Information page, the Out of Service Code field defaults to UND (undefined). Select the appropriate code from the list to update.

6. Update the Out of Service Date Time 

7. Click View Vehicle button for reference purposes 

8. Click Save 

9. Finally confirm Clock In. 

Once the Clock In button is selected a confirmation prompt will appear.

Click Yes to proceed or No to abort. If successful a green prompt will appear briefly confirming clock in. Also, the Clock In button will change to reflect Clock Out. 

Since the Clock In/Out form does not have an X to exit the form, click the Browser return arrow to go back. Notice the tech Chris is now reflecting as clocked in including the operation code that was selected. 

To clock out:

1. Click Clock Out after completing work. 

2. Complete Notes if necessary. Confirm when prompted. Green prompt confirms successful clock out.

3. Labor record is auto-created in the Work Order.

Other Features Within Clock In/Out Option

Similar to what is found on the Work Order Card, the same functionality of the Defects, Warranty and Inspection buttons is available here as well. If the button options have a number in the top left-hand corner, the button can be selected.   

Inspection

The tech can select between the Part List, Check List or Print.

Part List

If within Inspection Setup the parts list was created for the specific inspection type and number, the list will appear here. Extremely handy is the ability to view or scan the bar code from the list. Simply click the blue Barcode icon to the far right to view. Parts clerks can bring up the wo and scan from the screen the necessary parts needed.

Check List

If PM Checklist Items were created in setup for the specific inspection type and number, the list will appear here. Techs can easily click Pass/Fail, assign an Insp Code and can add helpful comments. Click Save.

Print

The Print feature is handy if a hard copy is required. When the Print button is selected a browser based pdf report is generated and seen in the top right-hand corner of the screen. A green confirmation button will also briefly appear at the bottom of the form. Simply click the PDF report from the top of the form to open.

Creating a New Work Order

Only available if the technician’s Create WO permission is enabled.

1. Click on any work order in the list. 
   
   
   
   
2. If permissions allow, Add Work Order button will be enabled. Click it. 
   
   
   
   
3. Fill in required fields: Location, Repair Type, Class Code, Asset Type, Asset Number.
   
   
4. Click Create.
   
   
   
   
5. If active warranties exist, a prompt suggests switching Repair Type from G to W. Since It’s under warranty it is recommending the Repair type be change from G to W for billing purposes later. Select the option desired to keep G for General Repair or clicking Change to Warranty will revise it to repair type W. 
   
   
   
   
6. Click the Browser back arrow to return to the base screen where the newly created work order can be seen.
   
   
   
   
7. New WO appears in the list once created. 
   
   

Technician Clocking Into Work Order

1. Select the newly created WO
   
   
2. Select Operation Code
   
   
3. Fields on Basic Info, Repair Info, Material & Outside tabs cannot be revised by the tech until the Clock In process has been completed. 
   
   
4. Then select the Clock In button and begin work.
   
   
   
   
5. Click Yes to confirm
   
   

Making Changes to a Work Order

Basic Info Tab

• Once clocked in, fields that are not locked down can now be populated: Completion Status, Description, Comments.
  
  
  
  
• Once changes are made, the Save button must be clicked. If user tries to exit before saving a reminder prompt will appear.
  
  
  
  
  
  

Repair Info Tab

• Most fields within Repair Info Tab are locked down but user can update the Out of Service Date Time & Return to Service Date Time fields. The system will calculate the total Down Time once Return To Service Date is entered when asset is returned to service.
  
  

Materials Tab

• The + Add Material button will be highlighted and selectable if user is granted permission. Click the button to add materials.
  
  
  
  
• Enter Parts Used on WO. Fill out the Item and Quantity.
  Date will default to the current date.
  N/S checkbox designates non-stock part.
  Item Description and Unit Cost will autopopulate. 
  Click Save.
  
  
  
  
• The Material is added to the grid.
  
  
  
  
• If the quantity entered exceeds the amount in Inventory the prompt below will appear alerting the tech. Clock Ok to research or make correction.
  
  
  
  
• Click either the small pencil Edit icon to make revisions to a record or click the small red trash can Delete icon to delete a record. Only records that have not been updated can be revised or deleted. The updated check box is on the far left.
  
  
  
  
• Print WO Barcode if using the Blue Bird Units
  
  
  
  

Outside Tab

The Outside tab allows for entries to track things such a towing or outside services performed by a vendor.

• Select Add Outside button and create a new outside record
  
  
  
  
• Enter Date, Vendor, Quantity, Rate, and Operation Code. 
  
  
  
  
• Select Save to save the Outside service record. 
  
  
• New Outside service record appears on the grid.
  
  
  
  
• Click either the small pencil Edit icon to make revisions to a record or click the small red trash can Delete icon to delete a record. Only records that have not been updated can be revised or deleted. The updated check box is on the far left.
  
  

Notes Tab

• Select a Note Type and Operation Code.
  
  
• Type notes and click Save.
  
  
  
  
• Scroll to view historical notes.
  
  

Audit Tab

• The Audit tab will display who initially created and who last made a change to the WO including the date and what form was used.
  
  

Print Work Order

• Click the Print button.
  
  
  
  
• Click OK on the download prompt.
  
  
  
  
• PDF is generated and can be downloaded
  
  
  
  
  
  
• Printing is available even when a technician is not clocked in.

Permissions

Permissions are controlled in the HR Suite under the Personnel and Position Cards. They determine:

Action	Required Permission
View WO	View access
Clock In/Out	Clock In/Out access
Add/Edit Materials	Add Material access
Add/Edit Outside Services	Outside access
Create New WO	Create WO checkbox enabled
Print WO	View access
Edit Fields (Completion Status, Notes, etc.)	Clocked-In status required

1. First a technician must be set up in HR Personnel & Positions. Based on the employee’s position in Personnel card will determine what can and can not be done via Daily Work Orders for that individual.

If checked a technician can:

• View & Edit work orders in Daily Work Orders card
• Create new or edit existing Material records
• Create new or edit existing Outside records

2. A technician must be also set up via Work Order Management Settings card under the Employee tab. Depending on whether or not the Create WO check box is selected will determine if a technician can create a new work order. 

Shared Position Setup – Personnel Card

The generic Shop One user setup in the Personnel card within the HR suite must be assigned the position called Maintenance Workstation.

Shared Position Setup – Position Card 

Access the generic shared position titled Maintenance Workstation and assign the desired permissions that all the shared users will receive. Select from the 3 options. All or any combination.