Work orders
How to add work orders to an opportunity, assign multiple crew members, view your whole pipeline on the Work Orders page, and create and update work orders automatically via automations.
Work orders let you break an opportunity down into trackable pieces of work. Attach one or more work orders to any opportunity, assign crew members, track progress, and update status as the job moves forward. You can also view every work order across your entire pipeline from one place.
Add a work order to an opportunity
- Open the opportunity at https://app.trustpager.com/crm/opportunities and click into it.
- In the right-hand sidebar, find the Work Orders section and click Add Work Order.
- Give it a name that describes the deliverable (for example, "Site inspection", "Draft report", "Final install").
- Pick a status from your workspace's configured statuses. A status called Complete marks the work order as done for progress tracking purposes.
- Optionally add a description, a scheduled date, and one or more assignees.
- Click Save. The work order appears in the sidebar immediately.
Repeat for each piece of work that makes up the job. There is no limit on how many work orders an opportunity can have.
Assign multiple crew members to a work order
Each work order can have more than one team member assigned to it. This is useful when a job requires a crew rather than a single person.
You can set assignees when creating a work order, or update them afterwards:
- In the Work Order detail modal (click any work order row to open it), use the Assignees field to add or remove team members.
- In the New Work Order wizard, the assignees field appears on the final step (Details), after picking the opportunity and the product or job type.
- On the standalone Work Orders page (see below), each row shows current assignees and lets you update them inline.
Assigned crew appear as avatar stacks on the opportunity card and on the standalone Work Orders page.
View all work orders in one place
The Work Orders page at https://app.trustpager.com/tasks/work-orders shows every work order across all of your opportunities, grouped by opportunity.
Each opportunity appears as a collapsible row showing the opportunity name, customer, assigned crew, a progress bar, and the total work order count. Click the row to expand it and see the individual work orders underneath. Only one opportunity is expanded at a time, so the list stays manageable.
Filters
Four filters sit at the top of the page and persist across visits so you pick up where you left off:
- Assignee — click one or more team member avatars to show only work orders assigned to that crew. Useful for a morning check of what your team is on today.
- Progress — defaults to In Progress so completed opportunities are hidden until you want them. Switch to Completed or Show All as needed.
- Pipeline — filter to one or more pipelines if you run separate workflows for different job types.
- Search — type any part of an opportunity or company name to narrow the list instantly.
The New Work Order button in the top-right corner opens the create wizard so you can add a work order without having to navigate to the opportunity first.
Note: The Work Orders page is only visible if Work Orders are enabled in your workspace's CRM settings, and your account needs the work-orders:read permission. If you cannot see the page, ask your workspace administrator to check both.
Update a work order's status
Open the opportunity, find the work order in the sidebar, and click the status to open a dropdown of your workspace's configured statuses. Pick the new status and it saves immediately. On the standalone Work Orders page, the same dropdown is available directly in each row. The timestamp updates so you have a clear record of when each milestone was reached.
Create work orders automatically via an automation
If the same set of work orders applies to every opportunity in a pipeline (for example, every new build job always needs Measure, Fabricate, and Install milestones), automate their creation so they appear the moment an opportunity reaches the right stage.
- Go to https://app.trustpager.com/auto/automations and open or create the automation.
- Set the trigger to Deal Stage Changed and pick the stage that should kick off the work orders.
- Click Add Action and choose Create Work Orders from the action list.
- In the action editor, add each work order item you want created. For each item you configure three fields:
- Name — the label for this piece of work (e.g. "Measure", "Fabricate", "Install")
- Status — the starting status from your workspace's configured statuses
- Description — optional notes or instructions for the team
- Save and activate the automation.
The next time an opportunity hits that stage, all the work orders are created automatically — no manual entry needed.
Tip: Combine this with a Set CRM Field action on the same trigger to stamp a custom field at the same time — for example, recording the date the job entered production alongside the work orders.
Update work order status automatically
The Update Work Orders automation action sets the status of one or more existing work orders on the triggering opportunity. The most common use is auto-completing a milestone checklist that is shared into a client portal: as real events fire (a signature lands, a form is submitted, a file is uploaded), the matching milestone ticks itself off without anyone touching it by hand.
How to set it up
- Go to https://app.trustpager.com/auto/automations and open or create the automation.
- Set the trigger to the event that should complete the milestone. Good pairings: Signature Completed, Form Completed, Stage Changed, Portal Event (file uploaded), Booking Created.
- Click Add Action and choose Update Work Orders from the action list.
- In the action wizard, add one row per milestone you want to complete:
- Work order title: type the title of the work order to match. Matching is case-insensitive, so "Documents Received" matches "documents received".
- Status: pick the target status from the chips shown. These are populated from your workspace's configured work-order statuses at https://app.trustpager.com/settings/crm.
- Save and activate the automation.
How matching works
- All matching work orders are updated. If more than one work order on the opportunity shares the matched title, every one of them is set to the new status, so a duplicated checklist completes fully, not just the first entry.
- No match is a safe no-op. If no work order on the opportunity carries that title, the action is silently skipped, with no error and no partial failure. This makes it safe to run the same automation across every opportunity in a pipeline, even ones set up slightly differently.
- This action only updates existing work orders. It does not create them. Use Create Work Orders first to scaffold the checklist, then use Update Work Orders to complete individual items as events fire.
Tip: Build the full picture in two automations on the same pipeline stage: one Create Work Orders action to scaffold the checklist when an opportunity enters a stage, and one or more Update Work Orders actions on downstream triggers to complete each milestone as the job progresses.
Work orders and Google Calendar
If you have Google Calendar sync enabled, work orders attached to an opportunity can surface on your calendar alongside tasks and bookings, keeping your schedule in one place. See https://trustpager.com/help-center/sync-google-calendar for setup.