Digital work orders: what they are and when to use them

The digital work documents They enable you to keep a record of an action: what was done, when, for which client or project, how long it took, and what comments were recorded.

In maintenance, installation, technical services, cleaning and project-based companies, these documents help to review the tasks carried out and ensure their traceability.

When managed on paper, reports can get lost, arrive late or contain incomplete information. Digitising them helps to keep data organised and linked to clients, projects, locations or tasks.

What is a digital work report?

A digital work report is an online record of a task, service or activity. It contains the information needed to verify the work carried out and to store it in a searchable format.

Depending on the service, this may include:

• Client, project or centre.
• Date of completion.
• Technician, employee or manager.
• Time spent.
• Description of the work carried out.
• Comments and issues.
• Photographs, documents or other attachments.
• Validation status.
• Signature or acknowledgement, where applicable.

The aim is not simply to replace paper, but to have a structured, comprehensive and easy-to-search record.

When to use work orders

Reports are particularly useful when a company needs to document activities relating to a customer, project, centre, facility or service.

Some examples include:

• Repairs and installations.
• Maintenance services.
• Specialised cleaning services.
• Site visits and technical support.
• Regular checks.
• Work carried out outside the office.
• Activities relating to a client or project.

In such cases, the report sets out what was done, who carried out the work and what information was linked to the service.

Problems with managing paper-based reports

Paper-based systems may work for very simple processes, but they often cause difficulties when several technicians, clients, centres or managers are involved.

• The report is being submitted late.
• It may get lost or become damaged.
• The information is difficult to read.
• It does not always include all the necessary information.
• It is not linked to the relevant client or project.
• It makes report-writing more complicated.
• It forces you to enter the same details several times.
• It makes it difficult to ascertain the status of the review or validation.

When this happens, reviewing a case or preparing documentation for the client takes longer than necessary.

What should a work report include?

A useful report must be clear, comprehensive and easy to consult. To achieve this, it should answer the following questions:

• Who carried out the work?
• Where and when did it take place?
• Which client or project does this relate to?
• What task was carried out?
• How much time did he spend on it?
• What issues or observations arose?
• Were any images or documents attached?
• Who should review or approve it?
• Should it be sent or shared with the client?

The more structured the information is, the fewer queries will arise when reviewing, validating or sending the document.

Workflow for a digital work report

A standard workflow helps employees and managers know what they need to do at any given time.

1. The employee selects the client, project or task.
2. Record the work carried out and the time spent on it.
3. Add comments, issues or attachments.
4. Save or send the report.
5. The person in charge checks the information.
6. The report is either approved or returned for correction.
7. Where appropriate, it is downloaded or shared with the client.

This process enables us to monitor the status of the report and maintain a record of the actions taken.

Checklist for reviewing digital workpieces

Common mistakes when managing work orders

The most common errors occur when each team records the information in a different way or when the report is completed too late.

• Do not specify the client, project or location.
• Using descriptions that are too vague.
• Failure to record the time spent.
• Do not include any significant incidents or comments.
• Save the attachments separately from the report.
• Failure to specify who should review or validate.
• Do not distinguish between ‘draft’, ‘sent’ and ‘approved’.
• Storing paper documents without scanning them.

These errors make internal checks more difficult and may give rise to doubts when a customer needs information about the service provided.

How to avoid incomplete reports

The company should define a standard structure and adapt it to the type of service it provides.

• Create templates based on the type of work.
• Define required fields.
• Use clear and specific descriptions.
• Allow images or documents to be attached.
• Appoint people responsible for reviewing the work.
• Link the report to the client, project or task.
• Keep a record for future reference.

In this way, each action is recorded with the necessary information and in a format that is easier to review.

Protection of recorded information

Reports may contain employees’ names, signatures, locations, photographs or other personal data. It is therefore advisable to specify who may access this information, how long it should be retained and for what purpose it is used.

For the Spanish version, please see the AEPD guidance on data protection in employment relationships.

How to manage work orders with Staffy

Staffy enables you to manage work orders linked to clients, projects, tasks and responsible staff.

With this feature, you can:

• Create and view reports on supported devices.
• Record information about the work carried out.
• Please include comments and attachments.
• Validate the reports in accordance with the defined workflow.
• Download them as PDF files once they have been configured.
• Send them to the customer when the process allows.

In this way, reports are no longer paper-based and become part of a more organised and searchable workflow.

Frequently asked questions about digital work reports

What is a work order?

It is a document or record that provides a written account of an action, including details such as the date, the person responsible, the client, the task, the time spent and any comments.

Which companies use work orders?

They are particularly useful for maintenance, installation, cleaning and technical services companies, as well as other businesses involved in client- or project-related work.

Can photographs or documents be added?

Yes, when the system and the relevant permissions allow you to attach images, documents or other work-related evidence.

Can a report be downloaded as a PDF?

Yes, the download may be available depending on the settings and workflow defined by the company.

Can it be sent to the customer?

Yes, once the email has been set up. It is a good idea to decide in advance what information it should contain and who is authorised to share it.