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Best Practices for Introducing Work Orders to Your Team

Recommended ways to let your team know Work Orders are turned on — and how to keep them hidden from certain user types if you'd rather roll out in stages.

Why this is worth planning for

When your workspace opts in to the Work Order trial, Work Orders become visible to everyone in the workspace, including end users - not just admins. If your team isn't expecting it, an unfamiliar tab showing up in their navigation can generate confused questions instead of adoption. A short heads-up goes a long way.

What we recommend communicating

Before or right when you opt in, let your team know:

  • That Work Orders are now available and what they're for (tracking maintenance, event prep, or other equipment-related tasks - not booking or checking out gear).
  • Which template(s) you've turned on - you don't have to enable all three, so be specific about what's relevant to them.
  • How to submit a request — point end users to How to Submit a Maintenance Request or How to Build an Event Prep Request, whichever applies. Alternatively, if you don’t want them to submit request yet you can tell them to ignore for now.
  • Who to contact with questions, and who Work Orders get assigned to on your team.
  • That this is a trial — set expectations that you're evaluating it, so end users aren't surprised if something changes later. Don’t worry if end users submit something you aren’t expecting - you won’t be charged during the trial period and any record can be deleted.

A quick email, Slack message, or note in your existing onboarding materials is usually enough — this doesn't need to be a big rollout.

If you'd rather not show Work Orders to everyone yet

Work Order visibility is controlled through your workspace's roles and permissions, the same way other Cheqroom features are. If you want to limit who sees or submits Work Orders during the trial:

  1. Go to Settings > Work Order Types.
  2. Open Work Order type
  3. Scroll to Restrictions
  4. Add roles you do not want to see that Work Order type
  5. Save

See Creating a New Operations Request Type for the full walkthrough on restricting visibility by role.

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