How to Create a Work Order or Maintenance Schedule

Maintenance in Hapn is built around work orders. A work order is a single maintenance job on one or more assets. A schedule is a rule that generates work orders automatically on a repeating interval. Both are created from the same form.

Applies to: the Hapn web app at app.gethapn.com and the Hapn mobile apps. The steps below describe the web app. This feature was previously called Tasks.

Create a work order or schedule

1. Select Maintenance in the left sidebar.
2. Select New Work Order (on the Schedules tab this button reads New Schedule — either way it opens the same form).
3. Under Basic info, enter a Title and a Description. Both are required.
4. Under Assets, use Choose assets to pick the equipment that needs maintenance. You can select more than one.
5. Under What are you creating?, choose one:
   • One-time Work Order — a single maintenance job on one or more assets, with no recurrence.
   • Recurring Schedule — a rule that automatically generates work orders on an interval: by date, odometer, or engine hours.
6. Under Timing, choose when the work is due. You can tick Date, Odometer, Engine Hours, or any combination — whichever comes first applies.
7. Under Assignment & reminders, set Assign to and Remind before due if you want them (see below). The default is No reminder.
8. Under Work instructions, add any detailed instructions or notes for whoever does the work.
9. Select Create.

Assigning work

In Assign to you can search for a user on your account or type any email address. The work order is emailed to that address, so an outside shop or contractor works too — they don't need a Hapn login to receive it.

Remind before due sends a reminder ahead of the due date. It's set to No reminder unless you choose otherwise.

Choosing an interval

Schedules can repeat on any of three measures, and you'll see them written this way in the Schedules list:

• Time — for example Every 90 days
• Distance — for example Every 5,000 mi
• Engine hours — for example Every 250 engine hrs

Odometer and engine-hour intervals depend on your tracker reporting those values. See Does My Tracker Show Fuel Level and Vehicle Data? to check whether yours does.

Related help

• How to Track and Complete Maintenance Work Orders
• How to Set Up Alerts and Notifications
• Understanding Issues on the Platform