> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/running-jobs/work-orders.md).

# Work orders

Assign line items to a crew, then send them a work order with just their part of the job.

A work order tells a crew or subcontractor what to do on a job: the lines they're doing, when, and your notes. You don't create work orders directly — you **assign line items to a crew**, and ProStruct360 creates or updates that crew's work order for you.

**Plans:** Lite and up. **Who:** anyone who schedules work on a job.

{% embed url="<https://vimeo.com/871065588>" %}
Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## Before you start

* The job needs a **Project Manager** (set it on the job's **Job Information** tab).
* The crew must be set up as a vendor or team member.
* Lines that are already complete or billed can't be assigned.

## 1. Choose the lines for the crew

1. Open the job and go to **Job Items**.
2. Click the circle at the right of each line the crew will do. Selected lines turn blue, and new buttons appear above the list.

![Selecting a line shows Adjust Labor, Schedule/Assign and Mark Complete](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-766d2dfde04e841264f61d9bcdeb4f2f7d75d081%2Fworkorders-01-select-lines.png?alt=media)

{% hint style="info" %}
**Select Items** above the list picks lines for you — for example every line already assigned to one crew.
{% endhint %}

## 2. Schedule and assign

1. Click **Schedule/Assign**.
2. Choose the **Crew**.
3. Leave **All Day** on, or turn it off to set start and end times.
4. Set **Start** and **End**.
5. Check **Crew agenda for selected dates**. If the crew is already booked on those days, the clashes are listed in red. **View crew availability** shows their calendar.
6. Check **Review changes** — the lines moving to this crew. Remove any with the **×**.

![Schedule / Assign, with the crew's clashing dates listed](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-23a6a4215895da585d8a8923187aeb1690059400%2Fworkorders-02-schedule-assign.png?alt=media)

7. Finish with one of:
   * **Send Work Order Now** — saves and opens the email to the crew.
   * **Send To Pending Work Orders** — saves without sending, so you can add notes first or send several together.

Assigning moves the job to **In Progress**, and the work shows on the job's timeline and the crew's calendar.

## 3. Add notes and options

Go to the job's **Work Orders** tab. There's one row per crew, with its status, what's been paid and what's left to pay.

![The Work Orders tab](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-1fcdb01bb92bf82b8d4e25d50d546e04286f2593%2Fworkorders-03-tab.png?alt=media)

Click **Options** on a work order to set what the crew sees on the PDF:

* **Notes for the Crew** — anything they need to know.
* **Show itemized pricing** — off by default, so crews don't see your prices.
* **Add entry instructions** — gate codes, pets, parking.
* **Add contact info**
* **Attach Photos** — bundled into a photos PDF sent with the work order.

Click **Save & Regenerate PDF**.

![Work Order Options](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-1f365ce7b35bf754c8a160c6923327ef3a7b4451%2Fworkorders-04-options.png?alt=media)

## 4. Send it

* Click **Email** on the work order. The email opens addressed to the crew with the work order attached; click **Send**. Sending marks it **Sent**.
* Sent it another way (text, in person)? Click **Mark as Sent**.
* To send several at once, tick them and click **Send Selected Work Orders**.

{% hint style="warning" %}
Until a work order is sent, the job shows **"You have pending work orders that have not been sent"** at the top. Click **View pending work orders** to find them.
{% endhint %}

## Changing a work order

Re-assign lines with **Schedule/Assign** at any time. The crew's work order is updated, and its **Email** button shows why it changed so you can send the new version. Replaced work orders are kept under **Old Work Orders** on the crew's row.

To change what a crew is paid for a line, select it on **Job Items** and use **Adjust Labor**.

## Common questions

**Schedule/Assign is greyed out.** The job has no project manager yet, or one of the selected lines is already complete or billed.

**The crew can see my prices.** Open **Options** on their work order, turn off **Show itemized pricing**, and save.

## Related

* [Creating an estimate](/getting-started/creating-an-estimate.md)