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Work Order Status Lifecycle & Workflow

Introduction

Work orders in OutSmart follow a strict lifecycle with 7 statuses. Understanding each status is critical because they determine who can see and edit the work order, when it appears on mobile, and when it can be invoiced.

The Complete Work Order Lifecycle

The Critical Gate: Ingepland → Klaargezet

This is the most important transition to understand.

Ingepland (Preliminary): Work orders are scheduled in the backoffice but NOT visible to field technicians. No notifications are sent. You can freely change assignments, dates, and details without affecting anyone.

Klaargezet (Finalized): Work orders are published and immediately appear in technician mobile apps. Notifications are sent. The schedule is now committed.

Why Two Stages?

This two-stage approach prevents notification spam and confusion. If you change the schedule multiple times while planning, technicians don't receive 5 notifications for the same job. Instead, you finalize once at the end of the day/week, and they get one clean schedule.

How to Transition Work Orders Through Statuses

In te plannen → Ingepland

  1. Go to a work order in "In te plannen" status
  2. Assign a technician and set a date
  3. The status automatically changes to "Ingepland"
  4. The work order is now in preliminary schedule but NOT visible to the technician

Ingepland → Klaargezet

Option 1: Single work order

  1. Open the work order
  2. Click "Definitief klaarzetten" (Finalize)
  3. Notification is sent to technician and it appears in their app

Option 2: Bulk finalize (Recommended)

  1. Go to the Planning Board
  2. Select multiple work orders for a technician/date using multi-select mode
  3. Click "Bulk Definitief Klaarzetten"
  4. All selected work orders finalize at once with one notification wave
  5. This is best practice at the end of each day or week

Best Practices

  • Use the two-stage planning workflow: First plan Ingepland (preliminary), then batch finalize (Klaargezet) at end of day/week
  • Finalize once per day: Do a bulk finalize every evening so technicians get one clean schedule for the next day
  • Avoid last-minute changes: Once Klaargezet, changes still notify the technician. Plan carefully before finalizing.
  • Archive regularly: Move completed work to archive to keep active views performant