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Question

Best Practices for Time Tracking & Work Order Completion

  • March 30, 2026
  • 1 reply
  • 21 views
C

Hi everyone,

I recently started a new position with a company that began using MaintainX in January. I’ve used MaintainX in a previous role, but since this team is still relatively new to the platform, we’re running into some challenges.

Specifically, we’re seeing:

  • Inaccurate or incomplete time entries on work orders
  • Work orders being completed at the end of a shift instead of immediately after the task is finished

Does anyone have best practices or strategies for improving team buy‑in and encouraging accurate, real‑time work order updates?

Thanks in advance for any insights!

1 reply

J
  • Jessica RuizMaintainX Community Team
  • MaintainX Community Team
  • April 7, 2026

Hi ​@Colotonr, thank you for sharing your story here, totally normal challenge to face!

Two features I'd start with:

QR codes: stick them on your assets so techs can pull up or create work orders instantly on the spot. Works for requesters too, great for overall buy-in. Watch how it works

In-app messaging: get the team communicating inside work orders instead of by text/call. It naturally keeps them in the app and updating in real time. See it in action

Also, make sure your techs are using the mobile app, it's by far the easiest way to update work orders on the go. Here's a quick intro video to share with the team.

A few extra tips:

  • When asking the team to close work orders right away, position it as keeping the data accurate for future fixes, not as checking up on them
  • For time entries, remind them to start the timer when the task begins rather than estimating at the end. This video covers it
  • Try a friendly competition: who logs the most accurate work orders this week?

Hope that helps!

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