B2C Work Orders

Last updated 8 days ago

B2C Work Orders

Creating a work order in WorkMate allows you to manage custom orders, assign labour, and track progress from within the Shopify admin. This page explains how to create a B2C work order.

Demo:

Documentation:

1. Open WorkMate from Shopify Admin

Log in to your Shopify store and go to your Shopify Admin Dashboard.
Navigate to Apps in the left sidebar and select WorkMate from the list of installed applications.

2. Access the Work Orders Module

Click on the Work Orders module from the main dashboard or sidebar menu.

3. Create a New Work Order

On the Work Orders page, click the New Work Order button.

4. Select a Location

In the Location field, select or search for the store location at which you want to create the work order.

5. Select a Customer

In the Customer field, select or search for the customer for whom you are creating the work order.
You can choose an existing customer from the dropdown or add a new customer in the Customers section on your Admin dashboard.

6. (Optional) Add Notes and Hidden Notes

Notes: These are customer-facing notes that can appear on the printed or emailed version of the work order.
Hidden Notes: These are internal notes for employees and will not be visible to the customer.
Enter any relevant information about the order, such as special instructions or internal reminders.

7. (Optional) Add a Due Date to the Work Order

If you have a date you need to complete the Work Order by, consider entering a due date for your work order.

8. (Optional) Assign Staff Members to the Work Order

To assign a staff member to a work order, select them in the Assigned staff members field.

Once a staff member is assigned to the work order, any tasks created within it will automatically be assigned to them as well. This makes scheduling tasks in the Schedule module much easier and more efficient.

9. (Optional) Add Custom Fields

If you have custom fields set up for work orders, they will appear here.
Click + Add custom field.

Enter any custom information related to the work order (e.g., expected delivery date or order requirements).

Example: Upholstery Preference

Click Add to add your new custom field to your work order and start inputting relevant information.

10. (Optional) Saving your Custom Field as a Preset

If your Custom Field is information you frequently use, you can save it as a preset for future work orders.
Click on Save preset.

Name your preset and click Create. You have the option to make this preset appear by default for future work orders by toggling on Default.

11. Add Products to the Work Order

Scroll down to the Items section and click Add Product.

Search for and select the product of interest

Example: Heart Ring with Garnet in 10kt Yellow Gold

The product will appear as a line item in the work order.

12. (Optional) Add Services

Scroll down to the Items section and click Add Service.
Select from pre-configured services. You can create new services in the Service and labour module.

13. (Optional) Add Labour to a Line Item

Click the product or service you’d like to assign labour to.

Example: MacBook 12'

Click Add Labour

A new menu will appea

Once successfully saved, your item will now say +1 labour charge, as shown below:

Your labour will also automatically be turned into a task which you can then schedule in the Schedule module.

14. (Optional) Add Addons to a Product

Click the product you’d like to add additional products to.

Example: MacBook 12'

Click Add product

A new menu will appear. Select the products you want to add as addons to the original product. When you are done, exit the menu and click Save.

Once successfully saved, your item will now say +1 addon, as shown below:

15. (Optional) Add a Unit Discount to a Line Item

If you want to apply a discount to an individual item (e.g., a damaged product or special sale) you can apply a unit discount to the line item.
Click on the product or service you want to add a discount to.
Click Unit discount

Click on the discount you want to assign to the line item. You can add additional discount shortcuts in the Work Order Settings.

16. Save the Work Order

Once all the necessary details are entered, click Save at the bottom of the page.

The work order is now saved as a Draft status (or another default status based on your configuration).

17. (Optional) Print or Email the Work Order

Click the Print button at the bottom of the Work Order.

You can choose between available print templates (e.g., Work Order Invoice or Quote) and whether you would like to download your work order as a PDF or send it to a printer via email.

The document will be sent to the preconfigured email address or printer specified in the Printing Settings.
When sending your print to a printer via email, you have the option to customize which emails will be used.

18. (Optional) Add Tasks to the Work Order

You can add additional tasks to your work order that you can assign to your employees and schedule in the Schedule module.

Example: Change Bike Gears

Click on New Task in the Tasks section to begin creating a new task.

When creating a new task, you can input a name, description, deadline, and estimated time required (in minutes), and assign it to a staff member. Once the task is completed, you can toggle the Done button. The task will then appear in the Schedules module, allowing you to schedule it accordingly.

19. (Optional) Link to Shopify Draft Order

WorkMate automatically generates a Shopify Draft Order from the work order.
To review this, navigate to your Shopify admin dashboard, find the Orders section, and click Drafts.

20. Use Filters or the Search Bar to Quickly Locate Work Orders

Filters and the Search Bar can help you quickly narrow down large lists of work orders.
You can filter work orders by the Staff member who created the work order and Custom fields by creating a custom filter based on the custom fields you have created.
To locate the filters, click the magnifying icon in the upper right-hand corner.