Comprehensive Work Order Guide
Managing work orders efficiently is key to delivering fast, reliable maintenance service—and Latchel is here to help every step of the way. This collection of help articles is your go-to resource for understanding the full life cycle of a work order in Latchel. Whether you’re submitting requests, managing vendor assignments, handling resident communication, or reviewing escalations and billing, you’ll find clear, actionable guidance here. These articles are designed to support both day-to-day tasks and more advanced workflows, so your team can stay organized and deliver exceptional service with confidence.
Video Tutorial: Start from Here!
Getting Started with Work Orders
A Property Owner's Guide in Managing Work Orders
A walkthrough to help owners stay in the loop and take action on work orders assigned to their properties.
Overview of Work Order Life Cycle
Understand how a work order flows from creation to completion, including key statuses and team actions.
The Work Order Page
A breakdown of everything you can see and do on an individual work order page.
Work Order Status Definitions (Maintenance Page Overview)
A simple guide to what each work order status means and how it impacts workflow.
How to Submit a New Work Order
Learn how to create and submit a new work order in just a few steps.
Searching & Filtering
How to Use the Filter Options in the Work Order Tab Page
Use filters to quickly find work orders by property, status, severity, and more.
Updating & Managing Work Orders
How to Update the Work Order Status (i.e. to Scheduling, Pending, Completed, Canceled)
Manually update work order statuses based on progress or new information.
How to Update the Work Order Summary
Edit or clarify work order summaries to give your team the right context.
How to Update a Work Order Title
Quickly change a work order’s title to better reflect the task at hand.
How to Change a Work Order Number
Update the work order ID to match internal tracking systems if needed.
How to Change the Service Provider on a Work Order
Swap out the service provider handling a work order with a few clicks.
How to Change the Property on a Work Order
Move a work order to a different property when submitted under the wrong one.
How to Change the Primary Resident on a Work Order
Assign a different resident to a work order for better communication.
How to Change the Severity Settings on a Work Order
Adjust the urgency level of a work order to match the issue’s actual priority.
How to Update the Approved Budget on an Active Work Order
Edit the approved budget for ongoing work based on new estimates or changes.
How to Update the Skill Required on a Work Order
Adjust the required skill to ensure the right type of service provider is assigned.
Controlling Work Order Flow & Permission
How to Place a Work Order On Hold
Pause work orders that need to wait without canceling them.
Updating Work Order on Waiting For Materials Status
Track work orders waiting on parts or materials with this status update.
How to Take Action When a Work Order Is Pending
Know what to check and how to move pending work orders forward.
How to Update Status of Work Orders on Waiting for PM
Take the next steps when a work order is paused for property manager input.
How to Enable Service Provider Locked-In on a Work Order
Prevent a provider from being changed once locked into a job.
How to Set a Work Order as Mandatory
Prevent residents from canceling critical work orders by marking them as mandatory.
How to Add a New Problem/Location Setting From the Work Order Page
Add a new issue type or location tag directly from an open work order.
How to Provide Permission for Service Provider to Access Property for a Work Order
Indicate when service providers can enter properties without a resident present.
Duplicate, Recall & Reopen
Duplicate vs. Recall Work Order: Know their Difference
Understand how duplicates and recall orders differ and when each is used.
How to Approve or Deny a Duplicate Work Order
Review and act on flagged duplicates to avoid redundant work.
How to Reopen a Work Order
Reopen a previously closed work order when additional action is needed.
Canceling & Resending
How to Cancel a Work Order
Cancel a work order when it’s no longer needed or was submitted in error.
How to Resend the Work Order Details to the Service Provider
Resend job details if a provider needs a reminder or didn’t receive them.