Summary:
Here are the steps to follow when you want to print or email your PDF Work Orders.
Important:
PDF Work Orders are different from the standard email and SMS Work Orders. To learn how to send those, please see here:
Accessing Work Orders
From your ZenMaid Dashboard, go to one of the following Scheduling views that support sending Work Orders:
Calendar View
List View
Dispatch View – Weekly scheduling (Beta)
Dispatch View – Horizontal
Dispatch View – Vertical
Map View (Beta)
Click on the Actions button on the top right-hand corner.
Select Send Work Orders.
Printing Work Orders
From the Work Orders pop-up window, choose any of the following options:
1. Print Work Orders:
Choose to generate a downloadable PDF for printing.
2. From and To date fields:
Set the date range for the work orders you want to include. If no jobs are scheduled within the selected range, the system will display an error message.
a. You can leave the To field blank to email the schedule for a single day.
3. Check boxes next to cleaner or team names:
Control which cleaners or teams will receive or be included in the generated work orders.
4. Print schedule without grouping by team or cleaner:
Enable this option if you want all selected work orders to be printed together in chronological order, without separating them by cleaner or team. This is useful for managers who want a single unified schedule. If left unchecked, the system will group work orders by each assigned cleaner, generating separate sections for each team member, even duplicating jobs if multiple cleaners are assigned.
Click the Print Work Orders button.
Emailing Work Orders
From the Work Orders pop-up window, choose any of the following options:
1. Email work orders:
Select this option to send the work orders directly to your selected cleaners via email.
2. From and To date fields:
Set the date range for the work orders you want to include. If no jobs are scheduled within the selected range, the system will display an error message.
a. You can leave the To field blank to email the schedule for a single day.
3. Checkboxes next to each cleaner or team name:
Choose which cleaners should receive the work orders. Use the Uncheck All button if you need to reset your selections.
3. Email a copy of all selected work orders to me:
Tick this box if you want to receive a copy of the emailed work orders at your email address.
4. Email me work orders for all appointments without grouping by team or cleaner:
Enable this to send all selected work orders in one email, listed in chronological order without separating by cleaner or team. If left unchecked, ZenMaid will group the work orders by each cleaner, sending individual emails that may include duplicates if multiple cleaners are assigned to the same job.
Click the Email Work Orders button.
What’s Included in a PDF Work Order
Whether you choose to print or email Work Orders, here’s what will be included in the version your team receives:
1. Cleaner Field:
Displays the name of the assigned cleaner.
2. Work Order Date Range:
Shows the date range the report covers.
3. Report Generation Date:
Indicates when the work order report was generated.
4. Appointment Date and Time:
Shows the scheduled day and time for the appointment.
5. Customer Name Field:
Displays the name of the customer.
6. Service Address Field:
Lists the location where the service will take place.
7. Appointment Type Field:
Specifies whether the appointment is one-time or recurring, and whether it's residential or commercial.
8. Assigned Cleaners Field:
Shows which cleaner(s) are assigned to the appointment.
9. Payment Info Field:
Indicates the payment status and amount for the appointment.
10. Notes Field:
Displays phone numbers or other notes related to the appointment.
11. Custom Fields Section:
Lists any additional appointment or customer-specific fields, such as add-on services, access details, or other custom data.
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