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Habitia Help

Logging a work order

A work order is the unit of work in Habitia — a leaky faucet, a broken fridge, a quarterly HVAC service, a paint touch-up. Logging it gives you a record of what was done, when, what it cost, and (eventually) who did it.

Open Work Orders in the left sidebar.

1. Click Add work order

Top-right of the page. A larger form opens.

Screenshot: Add work order form

2. Title and location

  • Title (required) — short description of the work (“Kitchen sink dripping”, “AC service - Building A”).
  • Property (required) — pick the property.
  • Unit (optional) — pick the unit if the work is in a specific one. Leave blank for property-level work (common areas, the roof, the elevator).
  • Room/Other space (optional) — pick the room if relevant. The list filters based on the unit you picked.
  • Asset (optional) — link the work order to a specific asset (e.g., the refrigerator in unit 101). This feeds the asset’s repair history and the lifecycle alerts described in Lifecycle rules.

3. Categorize and prioritize

  • Category (required) — Plumbing, HVAC, Electrical, Carpentry, Painting, Landscaping, Cleaning, Appliance, Roofing, General.
  • Priority — Low, Medium, High, Urgent. Affects sorting and alerting.
  • Status — Open (default), Scheduled, In progress, Completed, Cancelled.

4. Dates and assignment

  • Scheduled date — when the work is planned. Leave blank if not yet scheduled.
  • Started date — when the work actually began. Fill in when it does.
  • Assign vendor — pick a vendor from your list. Leave blank if you’ll do it yourself or assign later. See Assigning a vendor.

5. Costs

  • Materials cost ($) — what you spent on parts/supplies.
  • Labor cost ($) — what you paid for the work (your own time isn’t usually entered here).

These add up to Total cost, which shows on the work-order list and rolls into the Spending reports.

6. Description and resolution

  • Description — what was wrong or what needed to happen.
  • Resolution notes — fill in when the work is done, what was done.

7. Save

Click Save work order. The work order appears at the top of the list with its status badge.

Updating a work order over time

A work order isn’t a one-and-done. Most of them evolve:

  1. Open → you logged it but haven’t scheduled it.
  2. Scheduled → you set a scheduled date and (usually) assigned a vendor.
  3. In progress → the vendor started.
  4. Completed → done. Fill in the resolution notes and final costs.

Edit the work order from its row in the list (pencil icon) or by clicking through to its detail page.

Filtering the list

The page has two filters across the top:

  • Status — All, Open, Scheduled, In progress, Completed, Cancelled.
  • Priority — All, Low, Medium, High, Urgent.

Tip: Filter to Status: Open, Priority: Urgent as your first stop each morning. That’s your fire list.

What’s next