How to Track and Complete Maintenance Work Orders – Hapn Help Center

The Maintenance section is where you see what's due, what's overdue, and what's been done. It has three tabs — Overview, Work Orders and Schedules.

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.

Overview tab

Opens on a summary of your maintenance position, with counts for Overdue, Due Soon, Awaiting Parts, Open, Scheduled, and Completed in the last 30 days (with the cost logged against them).

Below that, Needs attention lists the most urgent work orders first, and By asset shows which assets have the most open work — worst first. Use View all work orders to jump to the full list.

Work Orders tab

The full list of individual jobs. Filter with the buttons across the top — All, Overdue, Due, Awaiting parts, Scheduled, Completed — each showing a count.

Search work orders finds one by name.
Filters and Columns narrow the list and change which columns show.
Export CSV downloads the current list.
The icons at the top right switch between list and calendar views.

Each row shows the work order and its interval, the asset, status, when it's due, who it's assigned to, and cost.

Open, complete or edit a work order

Select the work order's name to open its details.
The detail page shows the assigned asset, the schedule it came from, when it's due (by date and by hours or miles where those apply), and any notes or instructions.
Select Complete work order when the work is done. You log the cost of the job at this point — completing the work order is where cost is recorded.
Or use the Actions menu for Edit work order, View the maintenance schedule, or Delete work order.

Deleting a work order cannot be undone — if the job simply isn't needed this cycle, completing it is usually the better choice.

Where costs show up

Because cost is captured when you complete a work order, it only appears on completed work. You will see it in the Cost column of the Work Orders list, and totalled against Completed on the Overview tab for the last 30 days.

A work order completed without a cost simply shows no amount, so leaving it blank is fine if you are not tracking spend.

Schedules tab

The recurring rules that generate work orders. Each row shows the schedule, its interval, how many assets it covers, the next due date, and how many open work orders it currently has. Export CSV downloads the list.

One schedule can cover several assets — a single "Oil Change — every 5,000 mi" rule applied to eight trucks generates work orders for all eight.

Staying on top of due dates

Two things surface maintenance elsewhere in Hapn:

Alerts. Under Task Deadline Alerts in the alert rule builder you'll find Task Approaching Past Due and Task Past Due. (These alert types still use the earlier "task" wording.) See How to Set Up Alerts and Notifications.
Issues. Overdue work orders appear in Alerts & Issues and clear once the work order is completed. See Understanding Issues on the Platform.

Related help