Work Orders & PMs Template

Run reactive and preventive maintenance from one workspace. This template gives maintenance and facilities teams a place to take requests, assign and prioritize work, schedule recurring PMs, and track every job from Pending Review to Complete. It is a single workspace, so it works on its own or alongside the assets, parts, and locations you already track in Coast.

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Riverside Ops
Work Orders & PMs
Assets
Locations
Parts
Vendors
Work Orders & PMs12 open · 2 overdue · 4 PMs this week MRJLTKBoard ViewNew work order
AskSearchFilters (1)SortGroups (5)
Pending Review(1)
Leaking faucet — Unit 4B
Pending Review
Mar 14, 3:31pm
None
Open(10)
Forklift delivery inspection
Open
Mar 15, 3:03pm
None
Garage door opener service
Open
Mar 16, 11:23am
High
In Progress(1)
Skid steer — nameplate capture
In Progress
Mar 13, 12:25pm
High
On Hold(0)
No matching cardsNo cards match the filter for this group.

How the Work Orders & PMs Workflow Works

Take requests from anyone

Staff and tenants submit the External Work Order Request form with a title, notes, file, and their contact details. The request comes in as Pending Review, and the requester gets an email confirming it was received, then another when the work order is updated.

External Work Order Request
TitleLeaking faucet — Unit 4B
NotesDripping under the sink since this morning.
Your emailtenant@riverside.com
Submit request

Assign, prioritize, and categorize

Set the Assignee, Priority (None, Low, Medium, High), Due Date, and a Category such as Electrical, Mechanical, Safety, or Inspection. Record the Asset Operational Status as 🟢 Operational, ⚠️ Partially Operational, or 🛑 Non-Operational.

WO-1042 · Rooftop unit 3 not coolingOpen
AssigneeMRMaria Reyes
PriorityHigh
Due DateMar 16, 2026
CategoryMechanical
Asset status⚠️ Partially Operational

Schedule preventive maintenance

Set a work order's Due Date to repeat and each occurrence is categorized as Preventative Maintenance. Reminders notify the assignee before the due date and again if the work order goes overdue.

PM List View4 this week
Quarterly generator PMRepeats every 3 months · Mar 16
Preventative Maintenance
HVAC filter change — Bldg ARepeats monthly · Mar 18
Preventative Maintenance
Fire pump weekly runRepeats weekly · Mar 12
Overdue
Elevator lubricationRepeats every 6 months · Mar 21
Preventative Maintenance

Benefits of This Work Orders & PMs Workflow

  • Nothing gets lost between request and repair

    Every job moves through Pending Review, Open, In Progress, On Hold, and Complete, with a Work Order ID and full history on the record.

  • Overdue work is visible

    The Overdue Work Orders view lists every job past its due date that isn't complete, and Assigned to me shows each technician their own queue.

  • PMs stay on the calendar

    The PM Calendar View and PM List View show scheduled preventive maintenance separately from reactive requests.

What’s Included in This Workflow

Work order records

Each work order holds Title, Notes, File, Priority, Assignee, Due Date, Category, Estimated Duration, Estimated Cost, To-do's, and a Procedure section for step-by-step checklists.

  • Priority
  • Assignee
  • Due Date
  • Category
  • Estimated Cost
  • Procedure

Request intake

A public External Work Order Request form, plus Source tracking that marks each record as External Form or Internal Request.

  • External Form
  • Internal Request
  • Source

Ten working views

Board, Table, Calendar, Status List, Priority List, Location List, Overdue Work Orders, Assigned to me, PM Calendar View, and PM List View.

  • Board
  • Table
  • Calendar
  • Overdue
  • Assigned to me
  • PM Calendar

Customize the Workflow for Your Team

Rename statuses, add categories, and build Procedure checklists for the jobs your team repeats. The Location, Asset, Parts, Vendor, and Meters fields are ready to point at your existing Coast workspaces, so each work order links to the equipment, site, and parts involved. Coast AI can add downtime tracking, vendor notifications, or new views for your team.

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FAQs About Work Orders & PMs

What happens when I add this workflow to Coast?

Coast creates a Work Orders & PMs workspace with the work order fields, the five statuses from Pending Review to Complete, eight categories, ten views, and a public request form.

How can Coast AI help with this workflow?

Coast AI can adjust fields and statuses, add automations, and answer questions from your work order history, such as which assets had the most requests this quarter.

How is this different from Maintenance Work Order Management?

Work Orders & PMs is a single workspace focused on the work order itself. Maintenance Work Order Management adds assets, parts, and related workspaces in one package.

Can I import my existing work orders?

Yes. Import open and historical work orders from a spreadsheet, or ask Coast AI to help map your columns to the template's fields.

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