Work Order Instructions | Visitt - Help Center
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[Skip to main content](https://help.visitt.io/en/articles/16892827-work-order-instructions#main-content) # Work Order Instructions Set up contextual instructions that guide your team when creating and executing work orders. Written by Zach Kahan Updated over a week ago Table of contents [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) Work 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. 💡 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. * * * # What are Work Order Instructions? There are two types of instructions: - **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"). - **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"). Each instruction is triggered by a context you define — when a work order matches that context, the instruction appears automatically. 💡 **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. * * * # Where to Set Up Instructions Instructions can be configured at two levels: - **Property level** — **Settings → Property → Work Orders → Instructions** - **Account level** — **Settings → Account → Work Orders → Instructions**   💡 Property-level instructions apply **only** to that specific property. Account-level instructions apply **across** your entire portfolio. * * * # How to Create an Instruction 1. Navigate to **Settings → Work Orders → Instructions** (at either the property or account level). 2. Click **Add instruction**. 3. Select the instruction type: - **Creation guidance** — shown when a work order is being created - **Execution guidance** — shown on an open work order during handling 4. Set the **trigger context** — choose what the instruction should apply to: - **Category** — e.g. Janitorial, HVAC, Electrical - **Building** — a specific property or location - **Tenant** — a specific tenant in your property - **Assignment group** — a specific team or group 5. Give the instruction a clear **name** (e.g. "Janitorial — Safety Reminder"). 6. Write the **instruction text** — this is the guidance your team will see. 7. Click **Create** to save.  * * * # How Instructions Appear in Work Orders ## During Work Order Creation When 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.   ## During Work Order Execution When 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.  * * * # Real-World Use Cases Work 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: ## Approval before starting work A technician gets a work order for a suite repair and sees: _"Do not proceed with any work until approval is received from Property Management."_ This prevents unauthorized work that could create unnecessary cost or risk — without the technician needing to remember to check, or call the office first. - **Type:** Execution guidance - **Trigger:** Category or building ## Respecting a tenant's access policy A work order tied to a specific tenant automatically carries the instruction: _"Technician must call ahead before attending the suite to coordinate access."_ Because 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. - **Type:** Execution guidance - **Trigger:** Tenant ## Immediate notification in critical scenarios For 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. This is especially useful for situations where a delayed response could escalate quickly, such as flooding, power outages, or security incidents. - **Type:** Creation guidance - **Trigger:** Category or building * * * # Example: Janitorial Instructions Here's a simple example using a Janitorial category with both instruction types: **Creation guidance** — "Janitorial Task Checklist" Trigger: Category = Janitorial Instruction: _"Before submitting, confirm the affected area, frequency of cleaning needed, and whether any special supplies are required."_ → Appears when a user selects the Janitorial category while creating a work order. **Execution guidance** — "Janitorial Safety Reminder" Trigger: Category = Janitorial Instruction: _"Place wet floor signs in all affected areas before mopping. Remove signs only after floors are completely dry."_ → Appears on the work order when a team member opens it to complete the task. * * * # Managing Existing Instructions From the Instructions settings page you can: - **Edit** an instruction — update the name, trigger, or instruction text - **Delete** an instruction — remove it from future work orders Changes take effect on new work orders going forward. Existing open work orders are not retroactively updated. * * * ## Related Articles - [How to Create a Work Order](http://help.visitt.io/en/articles/9881125-how-to-create-a-work-order) - [Navigating and Managing Work Orders in Visitt](http://help.visitt.io/en/articles/9184327-navigating-and-managing-work-orders-in-visitt) - [How to Set Work Order Automations](http://help.visitt.io/en/articles/9000597-how-to-set-work-order-automations) - [Work Order Acceptance](http://help.visitt.io/en/articles/13618786-work-order-acceptance) Thanks for reading! Reach out if you have any questions — we're here to help 😊 * * * Related Articles - [How to Set Work Order Automations](http://help.visitt.io/en/articles/9000597-how-to-set-work-order-automations) - [Managing Your Tenant App](http://help.visitt.io/en/articles/9242176-managing-your-tenant-app) - [How to Create Recurring Work Orders](http://help.visitt.io/en/articles/13362516-how-to-create-recurring-work-orders) - [Create and Manage Views](http://help.visitt.io/en/articles/14817636-create-and-manage-views) - [Visitt+ Work Orders: Create and track requests](http://help.visitt.io/en/articles/16297490-visitt-work-orders-create-and-track-requests) Did this answer your question? Disappointed Reaction😞Neutral Reaction😐Smiley Reaction😃 Table of contents [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)
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