How are Asset Category, Work Category and Checklists related?

When creating a Procedure inside BuiltSpace, you will notice that you have the option to categorize it in two (2) ways:  

• By giving it an Asset Category
• By giving it a Work Category

Asset Category 

Asset Categories are a pre-defined list of categories that you can choose from when you create an Asset. You can also categorize a Procedure to match an Asset Category. 

The Asset Category you give to a Procedure will ensure that this Procedure only shows up for a technician when he/she is standing in front of an Asset of the same category. It’s important to properly and accurately categorize your Assets upon initial set-up. 

For example:

Let’s say you create a Procedure titled “RTU Quarterly PM Checklist” and give it an Asset Category of “Roof-Top Unit”. If your technician is standing in front of a unit called “RTU-02” and this unit was also categorized as a “Roof-Top Unit”, the technician will see the “RTU Quarterly PM Checklist” as one of his/her options of procedures to do. He/she may see multiple Procedures that are also categorized as “Roof-Top Units”.

 But what if you also want to ensure that your technician only sees “Preventative Maintenance” (aka “Planned”) Procedures? You can further define which Procedure options your tech will see by also assigning a Work Category to a Procedure. 

Work Category 

Work Categories are managed inside BuiltSpace under the Manage tab and are split into two (2) types: 

• Planned
• Reactive

When you create a Procedure, you can give it a Work Category. Jobs/Visits/Tasks are also categorized based on this same list.   

Planned work is routine or preventive maintenance. Marking something with a Planned Work Category will let you search for all your planned/preventive maintenance together. This category is used for procedures such as PM's. 

Reactive Work Categories are unforeseen or emergency maintenance. These are generally used for procedures such as service calls. 

You can create as many Planned or Reactive Work Categories as you like. By default, every BuiltSpace site comes with the following 3 Work Categories: 

• PM (Minor) (Planned)
• PM (Major) (Planned)
• Service (Reactive) 

For example:

Let’s say you create a Procedurecalled “RTU Quarterly PM Checklist” and give it a Work Category of “PM (Minor)”. You also dispatch a Job and categorize it as “PM (Minor)”. The technician who does this Job is dispatched to open the app and start the work. He/she bring up the first Asset that they are to inspect. It’s a Roof Top Unit, RTU-01. By default, the app will display options for any Procedure that has the Asset Category “Roof-Top Unit” and the Work Category “PM (Minor)”. This ensures that the technician won’t accidentally complete an incorrect Procedure (a “PM (Major)” or “Service” Procedure).

Using Work Categories is an effective method of ensuring that your technicians complete the correct Procedure in the correct context. Work Categories can also be used to signify when a Job requires extra safety precautions or a different set of steps.