The whole work order, inside WhatsApp.

The channel your crew already uses

Adoption is where most CMMS projects fail. The system is good, the data is loaded, and the operation stays on paper because installing, training and maintaining an app across fifty subcontractor phones is a project of its own.

WhatsApp removes that step. No app store, no forgotten password, no device out of storage, no stale version. The technician sends a message and is working.

• Subcontractors and freelancers — crews that serve you for a few weeks never have to enter your device provisioning cycle.
• Their own phone — works on a personal handset without requiring corporate software to be installed.
• No learning curve — the interface is the chat list they already use all day.

A menu that covers the technician's whole day

The assistant recognizes the technician by phone number and resolves their company, user and role on its own. From there, the menu covers the full cycle:

• Create a work order — the assistant searches your customers, equipment and contracts as the technician types.
• View work orders — rich cards with the order details, and paginated pickers when there are many.
• Start a work order — with the same guards as the app, including the cap on open work orders per technician.
• Run the checklist — item by item, with photo evidence and per-item notes.
• Complete a work order — collecting diagnosis, execution notes, parts, photos and signatures — only what your company requires.
• Mark it unrealized — recording why the visit could not be carried out.
• Create a customer — when your operation lets technicians register a new customer in the field.

Checklists and parts driven by the conversation

The checklist runs item by item: the assistant asks, the technician answers, and the answer lands in the same checklist the manager sees in the dashboard. If an item requires evidence, the assistant asks for the photo before moving on.

If the technician answers out of order — replying to an earlier prompt — the answer is routed to the right item instead of overwriting the current one.

When logging parts, the typed name is matched against the catalog and the assistant confirms the match before writing anything, so an abbreviation never becomes the wrong part on the work order's cost.

The conversation picks up where it stopped

Each conversation's state is stored in the database, not in server memory. That matters because technicians are interrupted constantly: they start completing a work order, get pulled into an urgent call, and come back two hours later — the conversation resumes exactly where it was.

Every inbound message is recorded and checked against reprocessing, so a carrier redelivery never answers the same checklist item twice or duplicates a part entry.

Native forms for anything too long to type

Some steps are miserable over messages. For those the assistant opens a native WhatsApp form — proper screens inside the app, with fields and lists, rather than a sequence of questions.

And when even that is not enough, the assistant offers a link to finish the work order on the web: the draft is the same one, so the technician can start in chat and finish in the browser, or the other way round, without retyping anything.

System rules apply identically over WhatsApp

This is not a side channel with rules of its own. The operation preferences set in the dashboard apply exactly here: if your company requires after photos, a technical diagnosis, parts used and a customer signature, the assistant asks for each one before letting the work order close.

Role permissions apply too: a technician cannot assign a work order to someone else over WhatsApp if they cannot do it in the system. And every change made through the conversation enters the same audit trail, with author, timestamp and origin.

Customer signatures without handing over the phone

Handing an unlocked personal phone to a customer to sign is awkward and, under many contracts, not allowed. The assistant solves it by sending the customer a signature link so they sign on their own screen.

The link is short-lived and single-use. The moment the signature arrives, the technician's conversation is notified and they carry on with the completion.