Section 3.3: Work Orders

A work order books people and gear for a stretch of time: a shoot day, a load-in, an edit week. It sits inside a work package and holds the dates, the location, the crew and the resources for that job.

Creating a work order needs Manage tasks on the project. Without it, the option is locked with the note Creating work orders needs Manage tasks on this project.

1. Create a work order

1. Open the project and go to Plan, then Tasks.
2. Hover the work package, click its add button (Add to this work package) and choose Work Order.
3. The New work order page opens. Fill in Title, Description, Work package, Status, Location, Start and End.
4. Click Create work order.

A work order needs a title, a work package, and a start and end. The end cannot be before the start. Crew and resources are added after you create it.

2. Open a work order

Click a work order anywhere in the project to open it in a panel. Click Open full details for its own page.

The full page has:

• A header with the title, the status, Google and Outlook buttons to add the dates to your calendar, a delete button and Save changes.
• Administration (called Edit details on a phone): the same fields you filled in when you created it, with Documents under it.
• On the right: Call sheets and External invites.
• Crew & resources: who and what is booked, across the full width at the bottom of the page. The sections below cover it.

See Section 3.13: Deliverable and Work Order Pages for how the page is laid out.

3. Statuses

A work order is Draft, Confirmed, In Progress, On Hold, Wrapped, Completed or Cancelled.

The status carries through to everything booked on it. Confirming the work order confirms its crew bookings. Wrapping or completing it completes them and returns the gear.

Cancelling cancels every crew booking on the work order and releases every piece of equipment. Setting the status back afterwards does not restore them. On a phone, choosing Cancelled asks first with Cancel this work order? Click Keep it to back out.

4. Book crew

Open Crew & resources and the Crew tab. Each person shows their Name, Role, Availability and Unit rate.

• The search field that starts Add crew: search for people and click one to add them. Tick several and click Add with the number selected to book them together.
• Add project crew: books everyone on the project crew in one go, each with their project role. The number in brackets is how many people that adds.

Every add lands as a draft, marked Not invited. Nobody is contacted until you click Send invites, which shows how many invites are waiting.

Conflicts

If someone is already booked during the work order, ABRAM asks Book anyway? You can go ahead or pick someone else. The crew list shows how many people are free and how many are busy.

5. See who is free

Open the Schedule tab for the scheduling assistant: a grid of people across the work order's dates.

• Show your Project crew or Everyone.
• Each row reads Free, Conflict, Time off or Maybe busy.
• On this work order lists the people already booked.
• Click the add button on a row to add that person. The Add button above the grid shows how many people are free, for example Add 4 free, and adds them all.

Set a start and end on the work order first. Until then the tab shows Set a start and end to see who is free.

People added here land as drafts too, so nobody hears from you until you send invites.

6. Book resources

Open the Resources tab and use Add resources, kits… to book gear from your inventory. Each item shows its Resource, Type, Qty, Availability and Unit rate.

The pack list for a work order lives in the project's Resources, Equipment tab. See Section 3.10: Packing and Needed vs Booked.

7. Call sheets, invites and documents

Call sheets and External invites sit on the right of the full page. Documents sit under the details form.

• Call sheets: link an existing call sheet with Link existing call sheet, or click New to create one from the work order. Unlink one with its unlink button.
• External invites: add a guest's email address and click Invite. ABRAM emails the invite straight away and the guest is listed as Sent with the date. Set the work order's dates first, since the invite carries them. Guests reply Accept, Maybe or Decline without seeing any rates.
• Documents: click to attach a file, then view, download or delete it.

8. Checking in on the day

Crew on a work order can check in from their phone on the day. On the Pro plan and above, checking in also starts a draft time entry for them. See Section 5.5: Timesheets & Time Tracking.