MLW Session 1 Initial Spreadsheet

Request Types:

1. Districts will list their work order request types on this tab - essentially, what are they using work orders for? Maintenance? Technology? Transportation?

2. You can include as many as you want, but typically for most districts they use just Maintenance or both Maintenance & Technology

User Roles:

1. Districts will list out the different Roles granted to their Users

2. Each Role will then have different permissions assigned - there is a long list of Permissions and they're detailed out here

3. You can have as many Roles as you'd like, and we provide a generic list that you can use, which includes Facilities Admin, Technology Admin, Principal, Maintenance Staff, Requestor, Custodian, etc.

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Users:

1. This is where you will set up any staff members who play a specific role in the work order process (approve/assign wo’s, can be assigned wo’s, need backend responsibility, etc.)

On the Users tab you can assign the User their Role (this is where the User Roles tab comes into play)

1. Users can also be assigned to Locations - If they’re assigned to a specific location, instead of just “All Buildings” then they’re only allowed that Role at that specific location (i.e. a User with the Principal Role at the High School only has this Role at the High School)

2. Users can be assigned different request types. They can only use their Role at that specific request type (i.e. a User with the Custodial role assigned to the Maintenance request type only has that role for Maintenance work orders).

3. Asset & Inventory Categories can be applied here as well, if the district plans on utilizing the program for Asset & Inventory management. “All” is the recommended setting unless a User needs to manage a specific asset and/or inventory category.

4. Labor Rate - optional setting. The Labor Rate will be included on any work orders the User was assigned to and completed.

5. Manage Users & Permissions - admin permission that allows the User to manage User accounts and their roles/permissions

6. Manage Site Settings - admin permission that allows the User to access the backend settings of the program

7. Approve on Behalf of Others - admin permission that allows users to approve wo’s on behalf of other approvers (could be used when a usual approver is out sick, out of office, on vacation etc.)

8. Mass Update - admin permission that allows a user to mass update wo’s (you can mass update wo’s to change the fields on the wo, such as you need to mass update wo’s to change their status or change who’s assigned those work orders.

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Buildings/Spaces:

1. This is where you can add the districts Buildings (in Column A) and Spaces/Facilities (in Column B)

2. Floor (Column C) is optional

3. If you have building floorplans you can send them to us and we can enter the facilities into the sheet for you

Approval Process:

1. This is where you will be creating the routing paths for your work orders

2. You can list out as many paths as you need, and each path can be dependent on the Building or Problem Type of the work order

3. In most cases, Districts will either create approval paths for each building, or 1 approval path that covers "All" buildings

4. You can have as many approvers as you like (Level 1, Level 2,, Level 3, etc.). There has to be at least 1 approver for a path

5. This works as a hierarchy, meaning that once the level 1 approver approves the work order, it will move onto level 2. The last person in the path will be the one who assigns the work order

6. You can add multiple people in one level. Each user will be notified via email that the work order has been submitted, but only 1 person needs to approve the work order.

Purposes:

1. You can enter a list of Purposes. There is a list of examples included in the sheet to give you an idea on what Purposes are

2. Purposes are used in work orders to categorize the work order (Custodial, Maintenance, Grounds, Preventative Maintenance, etc.)

3. You can run reports of WO's based on their Purpose

Problem Types:

1. You can enter a list of Problem Types. There is a list of examples included in the sheet to give you an idea on what Problem Types are.

2. Problem Types are used in work orders to categorize the work orders even further than Purposes (Electrical, HVAC, Plumbing, Ceilings, Doors, Pest Control, Lighting, etc.)

3. You can run reports of WO's based on their Problem Types

MLW Session 2

1. Now that the Session 1 import is complete, we will begin to review the backend settings in your MLW program

2. Follow this order:

3. Manage Buildings & Manage Spaces - this is where you can add/edit Buildings & Spaces (very straightforward)

4. Manage Roles - The list of Roles and how they can add/edit

5. Manage Users - How to manually add Users and also how to assign the User a specific Role

6. Manage Purposes & Problem Types - How to Add/Edit

7. Manage Approval Paths - Add/Edit Approval Paths

8. Auto Assignments

9. Auto Notify

10. Once we’ve gone over all of the backend settings they need to know, next we jump into the work order form and how to customize

11. Go over all of the fields on the form

12. You can customize the fields on the form by going to Settings > Manage Request Types, edit the Request Type and you'll find show/hide settings on the fields