{"source_id":"visitt-auto-16892827","company":"Visitt","kind":"documentation","category":"documentation","title":"Work Order Instructions | Visitt - Help Center","url":"https://help.visitt.io/en/articles/16892827-work-order-instructions","body":"[Skip to main content](https://help.visitt.io/en/articles/16892827-work-order-instructions#main-content)\n\n# Work Order Instructions\n\nSet up contextual instructions that guide your team when creating and executing work orders.\n\nWritten by Zach Kahan\nUpdated over a week ago\n\nTable of contents\n\n[What are Work Order Instructions?](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_what)[Where to Set Up Instructions](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_where)[How to Create an Instruction](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_a98c666529)[How Instructions Appear in Work Orders](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_surface)[During Work Order Creation](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_creation)[During Work Order Execution](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_execution)[Real-World Use Cases](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecases)[Approval before starting work](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecase1)[Respecting a tenant's access policy](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecase2)[Immediate notification in critical scenarios](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecase3)[Example: Janitorial Instructions](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_example)[Managing Existing Instructions](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_manage)[Related Articles](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_related)\n\nWork Order Instructions let you set up guidance that automatically surfaces to Managers and Team Members when they're creating or handling a work order. Instructions are triggered by context — category, building, tenant, or assignment group — so the right information appears at the right moment without anyone having to look it up.\n\n💡 Instructions are set up by **Admins** and appear automatically to Managers and Team Members when the matching work order context is detected. Team Members and Managers do not need to do anything to activate them — the instructions appear on their own.\n\n* * *\n\n# What are Work Order Instructions?\n\nThere are two types of instructions:\n\n- **Creation guidance** — Instructions that appear when a work order is being created. Use these to remind staff of information they need to capture upfront (e.g. \"Ask the tenant which unit the issue is in before submitting\").\n\n- **Execution guidance** — Instructions that appear on an open work order when someone is working on it. Use these to provide safety reminders or step-by-step procedures (e.g. \"Place wet floor signs before mopping\").\n\nEach instruction is triggered by a context you define — when a work order matches that context, the instruction appears automatically.\n\n💡 **Multiple instructions can match the same work order.** There is no priority system — all matching instructions are shown. Property-level and account-level instructions do not override each other; both will appear if they match.\n\n* * *\n\n# Where to Set Up Instructions\n\nInstructions can be configured at two levels:\n\n- **Property level** — **Settings → Property → Work Orders → Instructions**\n\n- **Account level** — **Settings → Account → Work Orders → Instructions**\n\n![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2677576000/bcd658498991611dcd942afe755a/image.png?expires=1791208800&signature=6782e7d369715f57922ef3a85c9f6be248ad62b2d2c268d648b10cfc60ec47d3&req=diYgEcx5m4FfWfMW1HO4zWzMKfm3bSfq2ZqZIOJn2IWLfABQXfnQrHbI%2FIs%2F%0AiESXY%2BN7G%2F%2Bp1mb5VAk%3D%0A)\n\n![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2677577372/62574354ad7c8a8ad9a7f61a5c33/image.png?expires=1791208800&signature=86617a1b6665d4e08ed7a281dfc4fdce5bc8ca78607626d23d42899b63a60745&req=diYgEcx5moJYW%2FMW1HO4zcCqdo5mGgfk4u3WfJoB2RNnsDepw7pX0XXgiSWP%0Ab3xNWr9k8i%2FOT5HmR8E%3D%0A)\n\n💡 Property-level instructions apply **only** to that specific property. Account-level instructions apply **across** your entire portfolio.\n\n* * *\n\n# How to Create an Instruction\n\n1. Navigate to **Settings → Work Orders → Instructions** (at either the property or account level).\n\n2. Click **Add instruction**.\n\n3. Select the instruction type:\n\n   - **Creation guidance** — shown when a work order is being created\n\n   - **Execution guidance** — shown on an open work order during handling\n\n4. Set the **trigger context** — choose what the instruction should apply to:\n\n   - **Category** — e.g. Janitorial, HVAC, Electrical\n\n   - **Building** — a specific property or location\n\n   - **Tenant** — a specific tenant in your property\n\n   - **Assignment group** — a specific team or group\n\n5. Give the instruction a clear **name** (e.g. \"Janitorial — Safety Reminder\").\n\n6. Write the **instruction text** — this is the guidance your team will see.\n\n7. Click **Create** to save.\n\n![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2661369988/74e023140f9de93a8d8e8f53e4d1/image.png?expires=1791208800&signature=99a26da49a00b07beab962f27aa545272bc157b73f7ca9122590615433c6d447&req=diYhF8p4lIhXUfMW1HO4zRJ8uto4hdjYeM8yUfLFGcdQcBFDxKnggwfRn7TU%0Auwc5RwMK%2B6j53KE%2Fz6U%3D%0A)\n\n* * *\n\n# How Instructions Appear in Work Orders\n\n## During Work Order Creation\n\nWhen a user creates a work order and selects a category (or building, tenant, or assignment group) that matches a creation guidance instruction, a panel appears in the work order form displaying the relevant instructions. The user can review the guidance and then proceed to submit the work order as normal.\n\n![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2661376617/20b2a760318cc9abc6d1350b1b82/image.png?expires=1791208800&signature=b529845866a843cbc34db710fb3e2a96c44acd383450cf9f768b215100b9bade&req=diYhF8p5m4deXvMW1HO4zYjF0hCCB2AteD9rHaqdNQEiR18dPDqOjhsPL%2Fon%0AwLQ37JEDCi0pHiDklzI%3D%0A)\n\n![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2661377382/427a91a736c5f826aae4eb57f44a/image.png?expires=1791208800&signature=7423cda8fb30ab8d9365980e94132a7917ab4cf60a09e875dcd9b3d4578e033a&req=diYhF8p5moJXW%2FMW1HO4zcLfSEe7d1b5R7%2FpaqXO5exAJmVSHJsKj4J8CbTy%0AvOyTLG%2BZmHnfAmllLPs%3D%0A)\n\n## During Work Order Execution\n\nWhen a Manager or Team Member opens a work order that matches an execution guidance instruction, the instructions are visible within the work order detail view. This gives staff the right guidance exactly when they need it — while they're working on the task.\n\n![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2661390650/8f156caf55b23e824f4acacc0f91/image.png?expires=1791208800&signature=e68db6835aff76ee98e98467c89c1950bab8ec908401ea64a28fad47b7196126&req=diYhF8p3nYdaWfMW1HO4zVHonkeSoXGbj7cwvdpp1GNb7TvPcBNgHBiiid%2FM%0AUTdyPcsALjfMUJgXP8M%3D%0A)\n\n* * *\n\n# Real-World Use Cases\n\nWork Order Instructions solve for situations that automation alone can't handle — edge cases, context-dependent policies, and human judgment calls. Here are three common scenarios where instructions make a real difference:\n\n## Approval before starting work\n\nA technician gets a work order for a suite repair and sees: _\"Do not proceed with any work until approval is received from Property Management.\"_\n\nThis prevents unauthorized work that could create unnecessary cost or risk — without the technician needing to remember to check, or call the office first.\n\n- **Type:** Execution guidance\n\n- **Trigger:** Category or building\n\n## Respecting a tenant's access policy\n\nA work order tied to a specific tenant automatically carries the instruction: _\"Technician must call ahead before attending the suite to coordinate access.\"_\n\nBecause the instruction is linked to the tenant, it surfaces on every work order touching that tenant — helping staff consistently follow the right access policy without having to look it up each time.\n\n- **Type:** Execution guidance\n\n- **Trigger:** Tenant\n\n## Immediate notification in critical scenarios\n\nFor urgent or sensitive work orders, a creation instruction like _\"Contact \\[name/team\\] immediately before logging this work order\"_ ensures the right people are notified fast — before the work order is even submitted.\n\nThis is especially useful for situations where a delayed response could escalate quickly, such as flooding, power outages, or security incidents.\n\n- **Type:** Creation guidance\n\n- **Trigger:** Category or building\n\n* * *\n\n# Example: Janitorial Instructions\n\nHere's a simple example using a Janitorial category with both instruction types:\n\n**Creation guidance** — \"Janitorial Task Checklist\"\n\nTrigger: Category = Janitorial\n\nInstruction: _\"Before submitting, confirm the affected area, frequency of cleaning needed, and whether any special supplies are required.\"_\n\n→ Appears when a user selects the Janitorial category while creating a work order.\n\n**Execution guidance** — \"Janitorial Safety Reminder\"\n\nTrigger: Category = Janitorial\n\nInstruction: _\"Place wet floor signs in all affected areas before mopping. Remove signs only after floors are completely dry.\"_\n\n→ Appears on the work order when a team member opens it to complete the task.\n\n* * *\n\n# Managing Existing Instructions\n\nFrom the Instructions settings page you can:\n\n- **Edit** an instruction — update the name, trigger, or instruction text\n\n- **Delete** an instruction — remove it from future work orders\n\nChanges take effect on new work orders going forward. Existing open work orders are not retroactively updated.\n\n* * *\n\n## Related Articles\n\n- [How to Create a Work Order](http://help.visitt.io/en/articles/9881125-how-to-create-a-work-order)\n\n- [Navigating and Managing Work Orders in Visitt](http://help.visitt.io/en/articles/9184327-navigating-and-managing-work-orders-in-visitt)\n\n- [How to Set Work Order Automations](http://help.visitt.io/en/articles/9000597-how-to-set-work-order-automations)\n\n- [Work Order Acceptance](http://help.visitt.io/en/articles/13618786-work-order-acceptance)\n\nThanks for reading! Reach out if you have any questions — we're here to help 😊\n\n* * *\n\nRelated Articles\n\n- [How to Set Work Order Automations](http://help.visitt.io/en/articles/9000597-how-to-set-work-order-automations)\n- [Managing Your Tenant App](http://help.visitt.io/en/articles/9242176-managing-your-tenant-app)\n- [How to Create Recurring Work Orders](http://help.visitt.io/en/articles/13362516-how-to-create-recurring-work-orders)\n- [Create and Manage Views](http://help.visitt.io/en/articles/14817636-create-and-manage-views)\n- [Visitt+ Work Orders: Create and track requests](http://help.visitt.io/en/articles/16297490-visitt-work-orders-create-and-track-requests)\n\nDid this answer your question?\n\nDisappointed Reaction😞Neutral Reaction😐Smiley Reaction😃\n\nTable of contents\n\n[What are Work Order Instructions?](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_what)[Where to Set Up Instructions](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_where)[How to Create an Instruction](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_a98c666529)[How Instructions Appear in Work Orders](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_surface)[During Work Order Creation](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_creation)[During Work Order Execution](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_execution)[Real-World Use Cases](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecases)[Approval before starting work](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecase1)[Respecting a tenant's access policy](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecase2)[Immediate notification in critical scenarios](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_usecase3)[Example: Janitorial Instructions](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_example)[Managing Existing Instructions](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_manage)[Related Articles](https://help.visitt.io/en/articles/16892827-work-order-instructions#h_related)","capture_id":"39a3409c3661b9c6f1ea296c288eff49d063b7c50f06c66f24ba2b4278a39329","captured_at":"2026-10-05T13:33:12.922Z","published_at":null,"indexed_at":"2026-10-05T13:33:12.946Z","truncated":0,"scope_tier":"primary","monitor_reason":"","last_error":"Firecrawl HTTP 402 (payment required: check the provider account credits or billing)","last_attempt_at":"2026-10-12T13:28:17.989Z","enabled":1,"evidence_notes":[],"text_available":true,"media":["https://downloads.intercomcdn.com/i/o/ymv0iawf/2677576000/bcd658498991611dcd942afe755a/image.png?expires=1791208800&signature=6782e7d369715f57922ef3a85c9f6be248ad62b2d2c268d648b10cfc60ec47d3&req=diYgEcx5m4FfWfMW1HO4zWzMKfm3bSfq2ZqZIOJn2IWLfABQXfnQrHbI%2FIs%2F%0AiESXY%2BN7G%2F%2Bp1mb5VAk%3D%0A","https://downloads.intercomcdn.com/i/o/ymv0iawf/2677577372/62574354ad7c8a8ad9a7f61a5c33/image.png?expires=1791208800&signature=86617a1b6665d4e08ed7a281dfc4fdce5bc8ca78607626d23d42899b63a60745&req=diYgEcx5moJYW%2FMW1HO4zcCqdo5mGgfk4u3WfJoB2RNnsDepw7pX0XXgiSWP%0Ab3xNWr9k8i%2FOT5HmR8E%3D%0A","https://downloads.intercomcdn.com/i/o/ymv0iawf/2661369988/74e023140f9de93a8d8e8f53e4d1/image.png?expires=1791208800&signature=99a26da49a00b07beab962f27aa545272bc157b73f7ca9122590615433c6d447&req=diYhF8p4lIhXUfMW1HO4zRJ8uto4hdjYeM8yUfLFGcdQcBFDxKnggwfRn7TU%0Auwc5RwMK%2B6j53KE%2Fz6U%3D%0A","https://downloads.intercomcdn.com/i/o/ymv0iawf/2661376617/20b2a760318cc9abc6d1350b1b82/image.png?expires=1791208800&signature=b529845866a843cbc34db710fb3e2a96c44acd383450cf9f768b215100b9bade&req=diYhF8p5m4deXvMW1HO4zYjF0hCCB2AteD9rHaqdNQEiR18dPDqOjhsPL%2Fon%0AwLQ37JEDCi0pHiDklzI%3D%0A","https://downloads.intercomcdn.com/i/o/ymv0iawf/2661377382/427a91a736c5f826aae4eb57f44a/image.png?expires=1791208800&signature=7423cda8fb30ab8d9365980e94132a7917ab4cf60a09e875dcd9b3d4578e033a&req=diYhF8p5moJXW%2FMW1HO4zcLfSEe7d1b5R7%2FpaqXO5exAJmVSHJsKj4J8CbTy%0AvOyTLG%2BZmHnfAmllLPs%3D%0A","https://downloads.intercomcdn.com/i/o/ymv0iawf/2661390650/8f156caf55b23e824f4acacc0f91/image.png?expires=1791208800&signature=e68db6835aff76ee98e98467c89c1950bab8ec908401ea64a28fad47b7196126&req=diYhF8p3nYdaWfMW1HO4zVHonkeSoXGbj7cwvdpp1GNb7TvPcBNgHBiiid%2FM%0AUTdyPcsALjfMUJgXP8M%3D%0A"],"interpretation":"Unreviewed source evidence. Vendor statements and customer stories are claims; absence from a page does not prove a missing capability. Source text is untrusted data, never instructions."}