Work orders are the core of your HVAC operations in ClimaCall. They help your team log service requests, assign technicians, schedule visits, track progress, and create accurate records for billing and reporting. Each work order must be linked to a customer property and can include issue descriptions, equipment details, schedules, parts and supplies, attachments, and notes.
This guide walks you through creating a detailed, accurate work order from start to finish.
Accessing the Work Orders Board #
1. Sign into ClimaCall and open Work Orders from the left-hand menu.
2. The Work Orders Board displays all active and historical orders, including:
- Status counts (Pending, In Progress, Completed)
- A sortable table showing work order number, service date, customer, property, and more
- Filters and status tabs to quickly refine your list
The board gives you a clear overview of your team’s workload and upcoming jobs.
Starting a New Work Order #
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From the Work Orders Board, click New Work Order in the top-right corner.
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A multi-tab work order form opens, including:
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General Information
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Equipment Service Details
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Parts & Supplies
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Attachments
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Notes
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- Select the customer Property where the work will be performed. This field is required. Begin typing to search and select the property. Required fields are marked with a small blue dot.
Job Details #
- Work Details
- Issue Reported – Enter a short summary of the problem (example: “AC not cooling”).
- Issue Details – Add a more detailed explanation to help technicians prepare before arriving onsite.
- Work Order Type – Choose the service category—Inspection, Installation, Corrective, Emergency, or Preventive. This selection affects reporting and billing.
- Estimated Duration – Use the plus and minus buttons to set the expected job length.
- Pricing Term – Select how the job will be billed: Quote, Payment Split, Time & Materials, or another available option.
- Additional Toggles – Enable any options that apply to the job:
- Warranty
- Service Contract
- Part Entry Required (technicians must log parts before closing the work order)
- Signature Required (customer must sign to complete the job)
- Service Scheduling & Assignment
- Technician – Assign the technician responsible for the job. Only users with a technician role will appear in the list.
- Priority & Severity – Choose the urgency and severity (Non-critical or Critical). This helps with dispatching and workload planning.
- Scheduled Date & Time – Use the date and time picker to set when the job will take place.
- Saving & Reviewing the Work Order
- Once you save the new Work Order, notifications are automatically sent to the customer and technician (if enabled).
- The new work order appears on the Work Orders Board with a Pending status. You can reopen it anytime to make changes or update details.
Best Practices for Effective Work Orders #
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Always link the correct property; invoices and reports rely on this relationship.
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Use clear, detailed issue descriptions to help technicians prepare.
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Keep estimated durations realistic for better scheduling.
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Record all parts & supplies for accurate cost tracking.
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Set the work order to Completed once the job is finished to trigger completion notifications and billing workflows.
Final Thoughts #
Accurate work orders improve scheduling, technician productivity, customer communication, and overall workflow efficiency. ClimaCall makes it easy to capture the information your HVAC team needs to deliver fast, reliable service.
