Creating Work Orders

Creating a work order in ShopTrack is simple and guided. The work order wizard walks you through each step to ensure you capture all the necessary information.

Starting a New Work Order

There are several ways to start a new work order:

  • Click the + New Work Order button in the navigation
  • From the Dashboard, click Create Work Order
  • From a customer's profile, click New Work Order
  • From a watercraft detail page, click Create Work Order
New Work Order Button Locations
Multiple entry points to create a new work order. create-wo-buttons

The Work Order Wizard

The work order wizard guides you through four steps to create a complete work order.

Step 1: Basic Information

Start by entering the fundamental details about the work to be performed.

Work Order Wizard - Step 1: Basics
Enter the work order type, description, and priority. create-wo-step1

Fields in this step:

  • Work Order Type - Select the type of service (Repair, Maintenance, Installation, etc.)
  • Service Location - Where the work will be performed
  • Priority - Normal, High, or Urgent
  • Work Description - Describe what needs to be done
  • Internal Notes (optional) - Notes visible only to staff

Tip: Be Descriptive

A detailed work description helps technicians understand the scope of work and provides valuable documentation for the customer. Include symptoms reported by the customer and any initial observations.

Step 2: Customer Selection

Select the customer this work order is for, or create a new customer if needed.

Work Order Wizard - Step 2: Customer
Search for an existing customer or create a new one. create-wo-step2

You can:

  • Search existing customers - Type a name, email, or phone number to find them
  • Create a new customer - Click "Add New Customer" to enter their details
  • View customer details - See past work orders and contact information

Creating a New Customer

If the customer doesn't exist, you can create them inline. Required fields include:

  • First and last name
  • Contact phone number
  • Email address (optional but recommended)
  • Address (optional)
Add New Customer Modal
Quickly add a new customer without leaving the wizard. create-wo-new-customer

Step 3: Watercraft/Asset Selection

Select which vessel or equipment is being serviced.

Work Order Wizard - Step 3: Watercraft
Select from the customer's vessels or add a new one. create-wo-step3

The wizard shows:

  • Customer's existing vessels - Previously entered watercraft
  • Vessel details - Make, model, year, registration
  • Service history - Past work orders for this vessel

Adding a New Watercraft

If this is a new vessel, you can add it during the work order creation:

Add New Watercraft Modal
Enter vessel details including make, model, year, and hull ID. create-wo-new-watercraft

Watercraft fields include:

  • Make - Manufacturer (e.g., Sea Ray, Boston Whaler)
  • Model - Model name
  • Year - Model year
  • Name - Vessel name (if applicable)
  • Hull ID (HIN) - Hull identification number
  • Registration Number - State registration
  • Length - Overall length
  • Engine Information - Engine make, model, and serial

Step 4: Review & Create

Review all the information before creating the work order.

Work Order Wizard - Step 4: Review
Review all details before creating the work order. create-wo-step4

This step shows:

  • Work order type and description
  • Customer name and contact info
  • Watercraft details
  • Initial status (Draft by default)

Click Create Work Order to complete the process. You'll be taken to the work order detail page where you can add more information.

After Creating the Work Order

Once created, you'll land on the work order detail page. From here you can:

Newly Created Work Order
A freshly created work order ready for additional details. create-wo-result

Quick Create Options

From a Customer Profile

When creating a work order from a customer's profile, the customer is automatically pre-selected. You'll skip Step 2 and go directly to watercraft selection.

From a Watercraft Detail Page

When creating from a watercraft page, both the customer and watercraft are pre-selected. You'll start directly at Step 1 (Basics).

Duplicating an Existing Work Order

For recurring services, you can duplicate an existing work order. From the work order detail page, click Actions → Duplicate. This creates a new work order with the same customer, watercraft, and work description.

Best Practice: Seasonal Services

For annual services like winterization or commissioning, duplicate last year's work order to maintain consistency and save time. Just update the description with any new notes or observations.

Work Order Numbers

ShopTrack automatically assigns a unique work order number when created. The format is: 

WO-YYYYMMDD-XXXX

Where:

  • YYYY - Four-digit year
  • MM - Two-digit month
  • DD - Two-digit day
  • XXXX - Sequential number for that day

Example: WO-20250115-0003 is the third work order created on January 15, 2025.