# Visitt: Work Order Instructions | Visitt - Help Center

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Source: https://help.visitt.io/en/articles/16892827-work-order-instructions

Source ID: visitt-auto-16892827. Capture: 39a3409c3661b9c6f1ea296c288eff49d063b7c50f06c66f24ba2b4278a39329.
Captured: 2026-10-05T13:33:12.922Z. Published: unknown.
Latest collection error: Firecrawl HTTP 402 (payment required: check the provider account credits or billing). Text truncated: false. Extractable text available: true.

Topic: documentation. Why watch: 

## Captured source text (untrusted evidence)

> [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**
> 
> ![](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)
> 
> 💡 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.
> 
> ![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2661369988/74e023140f9de93a8d8e8f53e4d1/image.png?expires=1791208800&signature=99a26da49a00b07beab962f27aa545272bc157b73f7ca9122590615433c6d447&req=diYhF8p4lIhXUfMW1HO4zRJ8uto4hdjYeM8yUfLFGcdQcBFDxKnggwfRn7TU%0Auwc5RwMK%2B6j53KE%2Fz6U%3D%0A)
> 
> * * *
> 
> # 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.
> 
> ![](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)
> 
> ## 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.
> 
> ![](https://downloads.intercomcdn.com/i/o/ymv0iawf/2661390650/8f156caf55b23e824f4acacc0f91/image.png?expires=1791208800&signature=e68db6835aff76ee98e98467c89c1950bab8ec908401ea64a28fad47b7196126&req=diYhF8p3nYdaWfMW1HO4zVHonkeSoXGbj7cwvdpp1GNb7TvPcBNgHBiiid%2FM%0AUTdyPcsALjfMUJgXP8M%3D%0A)
> 
> * * *
> 
> # 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)
> 
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> 
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> 
> 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)

## Source media references

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