All FeaturesWork order management software that runs itself
Requests come in, work gets assigned, and everyone stays in the loop - from intake to completion, with every hour and dollar logged automatically.
Lose zero requests
Every request becomes a tracked work order with an owner, a priority, and a due date - no more sticky notes, texts, and forgotten emails.
Close work faster
Auto-assignment and notifications keep work moving on its own - no chasing technicians or status updates.
Know what every job costs
Labor, parts, and vendor charges are captured on every work order and roll up to each asset automatically.
From request to done - without the chasing
Every work order follows a simple four-status path: NEW → ASSIGNED → IN PROGRESS → COMPLETED. No confusion about what's next, and no status meetings to find out where things stand.
- Auto-assign by site and work category, or drag onto a technician
- Four priority levels, from URGENT to LOW, set response order
- Technicians are notified instantly with full job details
- Requesters get automatic updates - no "any news?" emails
A request form on your own website
Paste one snippet into your town's "report an issue" page, your tenant site, or your intranet. Residents, tenants, and visitors report a problem with no account and no login, and it lands in your queue as a work request.
- Inline on the page, as a popup, or as a floating "Report an issue" button - in your colours, with your logo, sized to fit
- You choose the fields: name, email, what's wrong, and a photo, plus optional site, building, room, category, and urgency with defaults for anything you hide
- Public submissions never auto-approve - every one waits for a person to review it - and browsers only show the form on website addresses you allow
- The submitter gets a confirmation email, and every reply your team posts in the request conversation reaches their inbox
- A collection notice you can point at your own privacy policy, and a cap of 30 submissions an hour that protects the queue if the form is spammed
Requests come in from anywhere - and contractors don't need a login
Staff use the request portal. Tenants and the public can send an email or use the form on your website. Outside trades work from a shared link. Every path lands in the same queue, and the conversation with the requester travels with the job from request to closed work order.
- Work requests by email - dedicated intake addresses like acme-staff-requests@requests.assetlab.ca; anyone who emails one creates a request with no account, portal, or app. Create as many addresses as you need, each with its own defaults and its own rules about who may use it.
- Two-way conversations on requests - a live message thread between requester and staff, emailed on reply and badged unread in both the portal and the app. The thread follows the request onto the work order it becomes.
- Shared work order links - send a contractor a secure link to one job. Expiry from 24 hours to never, view-only by default, or allow completion so they can update progress and fill the attached form without an account.
- Inspection forms on the job - pass/fail checks, number readings, text, and required photos, with conditional items that appear only when an earlier answer warrants them. Answers are data you can filter and report on, not a PDF.
- Form on your websiteyourtown.ca/report-an-issueOne snippet - no account, never auto-approves
- Email intakeacme-staff-requests@requests.assetlab.caNo account, portal, or app - the email becomes a work request
- Request portalStaff and tenants submit with photosTwo-way thread, emailed on reply, badged unread
- Shared contractor linkOne job · expires in 7 days · allow completionProgress, photos, and the inspection form - no login
- Inspection formPass/fail · readings · photo requiredAnswers stored as data - filter and report on them
One queue, five ways to see it
Managers scan a sortable list. Teams drag cards across a Kanban board. Planners schedule on a calendar. Dispatchers work the map. Switch views instantly - it's the same work, shown the way each role thinks.
- List view with sorting, filters, bulk delete, and a photo count on jobs that carry visual evidence
- Kanban board - drag a card to change its status
- Calendar view for planning daily and weekly schedules
- Card view with photo previews for visual browsing
- Map view on every plan - give a building a map position and its work orders draw as pins there, clustered and coloured by status with a red ring when overdue. A work order lands at the building it resolves to: the building on the work order, or the building of the asset or location it targets
- Technicians' day plans are numbered routes on that map - click pins to add stops, drag to reorder or let AssetLab suggest the shortest order, and hand each stop to your phone's maps app. Staff plan their own day, Managers plan anyone's
- Every queue filter narrows the pins the way it narrows the list, and the Facilities / Infrastructure switcher drives both. On the infrastructure side the network draws underneath in grey so the status colours stay readable. See the Infrastructure module
Create and close work orders from the field
Every asset gets a QR code automatically. Technicians scan it with any phone and the asset's open work orders, history, and documents are right there - no trips back to the office, no paper to transcribe later.
- Scan a QR code to open the asset and its open work
- Add photos, log parts and hours, and complete jobs on the spot
- Staff report issues through the self-service request portal
Every job priced, automatically
Labor hours, parts used, and vendor invoices are captured as work happens and roll up into each asset's total cost of ownership - so you know what maintenance really costs, asset by asset.
- Labor logged at technician or team rates
- Parts auto-deducted from inventory with costs attached
- Spot money-pit assets before the next budget cycle
And everything else you'd expect
Work request portal
Staff submit requests, auto-routed to your team
Request form on your website
One snippet - residents and tenants report issues with no account
Work requests by email
Dedicated intake addresses - anyone who emails one creates a request
Request conversations
Two-way thread with the requester that follows the request onto the work order
Shared contractor links
Secure link to one job - view-only or allow completion, no account needed
Inspection forms
Pass/fail, readings, text and photo answers stored as data, not PDFs
Priority levels
URGENT to LOW with clear response expectations
Task checklists
Step-by-step procedures on every work order
Photo attachments
Before-and-after photos, with a photo count in the list
Voice dictation
Dictate notes into a work order from the microphone button
Parts integration
Log parts used, auto-deducted from inventory
Vendor work orders
Assign, track, and cost external contractors
Batch operations
Update or assign many work orders at once
Comment threads
Team discussion right on the work order
Multi-site support
Unlimited sites, buildings, and locations
Private file storage
Photos and attachments served through short-lived, access-checked links
"Work orders are straightforward to create and track, and the asset history gives me clarity when troubleshooting ongoing problems. In supportive housing, things move quickly - units turn over, maintenance issues arise unexpectedly, and documentation matters. AssetLab has helped bring more structure and visibility to our maintenance program."
Work Order Software FAQ
Common questions about work orders, mobile access, cost tracking, and how AssetLab fits your team.
