Work Orders

Every work order
knows where it is.

The building, the floor, the room and the piece of equipment are already in Ruya. The work order picks them up, so nobody types an address into a description box.

  • Raised against the equipment, because naming the asset is required
  • Floor and room chosen from the building’s own record, not typed
  • What was actually done, written down with a photo, on the work order

Nobody goes looking for the room. It is on the work order.

Book a demo See one, start to finish

It starts from the building, not a blank form

The building, the floor, the room and the equipment are already on record. A work order picks them up instead of asking somebody to describe them.

Work Orders is a tab on the building record, sitting next to that building's floor plans, its room data, its projects and its assets. You open the building, you see its work. Nobody starts in a separate system and then works out which site it meant.

MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region
Greenwood Medical CenterRiverside Campus · 6 floors · 214 rooms
Acute
Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersAssetsVendors
Work orders on this building
47AHU-7 not holding setpointAHU-7 · Room 3142Open
46Quarterly filter changeAHU-7 · Room 3142In Progress
44Corridor door closer adjustmentDoor 3C-12 · Floor 03In Progress
41Sterilizer steam leakSTER-2 · Room 2210Completed

Naming a piece of equipment is required before a work order can be saved. That one rule is the difference between a unit with a history you can read and three separate jobs that all say cooling issue.

GREENWOOD MEDICAL CENTER · ADD WORK ORDERNew
Title *AHU-7 not holding setpoint
Description *Supply air 8 degrees above setpoint since Sunday. Suspect the chilled water valve.
Asset *AHU-7 · Rooftop air handler
Assigned ToMarcus T.

The building fills itself in, because you raised it from inside that building. Floor and room are chosen from that building's own record rather than typed into a description. A start date and a due date are both required, so nothing gets saved without a day it is expected by.

GREENWOOD MEDICAL CENTER · ADD WORK ORDERNew
Context
CategoryDamage
PriorityHigh
StatusOpen
Location
BuildingGreenwood Medical Center
FloorFloor 03
RoomRoom 3142
Dates
Start Date * Aug 03, 2026Due Date * Aug 07, 2026

Status, priority, assignee, category or equipment. Eight columns, every one of them sortable, and you decide which ones you want on screen. What is open on the third floor this week is a couple of clicks, not a report request.

GREENWOOD MEDICAL CENTER · WORK ORDERS2 of 47
StatusPriorityAssigneeCategoryAsset Columns
Columns
WO #NameStatusDue DatePriorityAssigneeAssetCategory
Open and in progress, this floor
WO #NameStatusDue
47AHU-7 not holding setpointOpenAug 07
46Quarterly filter changeIn ProgressAug 21

What it is about, who has it, its priority, the room it is in, and four dates: started, due, last updated, finished. The status changes right there on the work order rather than on some other screen.

WORK ORDER 47 · DETAILSDetailsUpdates
AHU-7 not holding setpointWork order 47 · Damage
In Progress
AssetAHU-7Rooftop air handler
Assigned ToMarcus T.Mechanical
Context
PriorityHigh
StatusIn Progress
Location
BuildingGreenwood Medical Center
Floor and roomFloor 03 · Room 3142
StartAug 03DueAug 07Last UpdatedAug 05Completed OnNo date assigned.
MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region
Greenwood Medical CenterRiverside Campus · 6 floors · 214 rooms
Acute
Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersAssetsVendors
Work orders on this building
47AHU-7 not holding setpointAHU-7 · Room 3142Open
46Quarterly filter changeAHU-7 · Room 3142In Progress
44Corridor door closer adjustmentDoor 3C-12 · Floor 03In Progress
41Sterilizer steam leakSTER-2 · Room 2210Completed

One work order, raised to finished

The same record at four moments. Watch the dates fill in, and watch where the fix ends up.

Open

Supply air is running warm on the third floor. The work order opens against the unit itself, in the room it sits in, with a priority and a date it is expected by. Nothing about where it is had to be typed.

WORK ORDER 47 · DETAILSRaised Aug 03
AHU-7 not holding setpointWork order 47 · Damage
Open
AssetAHU-7Rooftop air handler
Assigned ToNot assigned yetWaiting
Context
PriorityHigh
StatusOpen
Location
BuildingGreenwood Medical Center
Floor and roomFloor 03 · Room 3142
StartAug 03DueAug 07Last UpdatedAug 03Completed OnNo date assigned.
In progress

A person, a start date, a due date. The status moves on the work order itself, so the list everyone else is looking at is right without anybody being told.

WORK ORDER 47 · DETAILSAssigned
AHU-7 not holding setpointWork order 47 · Damage
In Progress
AssetAHU-7Rooftop air handler
Assigned ToMarcus T.Mechanical
Context
PriorityHigh
StatusIn Progress
Location
BuildingGreenwood Medical Center
Floor and roomFloor 03 · Room 3142
StartAug 03DueAug 07Last UpdatedAug 04Completed OnNo date assigned.
Updates

The technician says what they actually did and attaches a photo of it. Their name and the day go on the message. This is the part that usually lives in somebody's head, or in a text message, or nowhere.

WORK ORDER 47 · UPDATESDetailsUpdates
Marcus T.Aug 04, 2026

Chilled water valve actuator stuck at 40 percent. Replaced the actuator and the coupling, ran the unit through a full cycle.

ahu7-actuator-after.jpg
Write your messageSend
Finished

The finished date is stamped separately from the date it was due, so you can see both what was promised and what happened. The work order stays on the equipment and on the building, which is where the next person will start.

WORK ORDER 47 · DETAILSCompleted
AHU-7 not holding setpointWork order 47 · Damage
Completed
AssetAHU-7Rooftop air handler
Assigned ToMarcus T.Mechanical
Context
PriorityHigh
StatusCompleted
Location
BuildingGreenwood Medical Center
Floor and roomFloor 03 · Room 3142
StartAug 03DueAug 07Last UpdatedAug 05Completed OnAug 05

Four moments on one record. Nothing was re-entered, and nothing about it lives anywhere else.

WORK ORDER 47 · DETAILSRaised Aug 03
AHU-7 not holding setpointWork order 47 · Damage
Open
AssetAHU-7Rooftop air handler
Assigned ToNot assigned yetWaiting
Context
PriorityHigh
StatusOpen
Location
BuildingGreenwood Medical Center
Floor and roomFloor 03 · Room 3142
StartAug 03DueAug 07Last UpdatedAug 03Completed OnNo date assigned.

A ticket and a work order are not the same thing

Most hospitals already run something. The question is not whether the work gets logged, it is whether the log is any use to the next person who opens it.

The moment✗ A ticket✓ With Ruya
Somebody reports a problem
✗A ticket with a paragraph of description
✓A work order on the unit itself, in the room it sits in
The technician goes to look at it
✗Reads the description twice, then asks somebody where
✓Floor and room are on the record, off the building’s own data
The fix happens
✗Closed, with nothing written down about what was done
✓What was replaced, by whom, with a photo
The same unit fails again in March
✗Nobody can find the last three jobs on it
✓Filter to the unit and every work order it has had is there
Two years later somebody asks what was done
✗A search through a system organized by date, not by building
✓Start at the building. The work is a tab away

Built so the record is worth reading later

None of this depends on anybody remembering to fill in the right box.

1piece of equipment named on every work order, before it can be saved
5ways to filter the list: status, priority, assignee, category, equipment
8columns you can sort by, and choose between
100+buildings on the platform

These are structural, not measured. They describe how the product is built, not results from a customer. Ruya does not publish numbers it has not earned.

Who stops asking where

The job tells you where it is.

No second trip

Every work order names the unit and the room, so nobody walks a floor looking for the thing that is broken.

One list, your building

Filter to what is open, what is yours, or what is on the floor you are already standing on.

Say what you did once

Write it in the thread, attach the photo, move on. It is on the record and it stays there.

What is open, what is late, and whose it is.

Without asking anybody

Status, priority, assignee, category and equipment are all filters, on the building you are looking at.

Promised against actual

The due date and the finished date are separate fields, so the gap between them is visible rather than argued about.

The unit, not the ticket

A piece of equipment that keeps coming back shows up as a run of work orders against the same asset.

What was done is written down, by the person who did it.

Attributed and dated

Every update carries a name and a day. Nothing is reconstructed afterwards from memory.

With a picture

A photo of the work goes on the update, which is the evidence people usually go hunting for.

In the same place as everything else

The work order sits on the building, beside its floor plans, its rooms, its projects and its binder.

What maintenance teams say about their work orders

“
“
“

A work order is about a real unit in a real room

Which is why it is raised from the building record, where the unit and the room already exist.

A work order can be raised by a person, or written for you by a trigger on the maintenance schedule. The piece of equipment it is raised against is an asset on the building. The room it sits in carries its own department and use in the room record, and that room is on the current floor plan for the floor. And the manual and warranty for the unit arrived in the closeout folder of the project that installed it, on the same building.

Maintenance SchedulerThe standing rule that writes the recurring work orders for you. AssetsThe unit the work order is about, and everything else raised against it. Building DataThe room the work is in, and what that room is used for. Floor PlansThe current plan for the floor the room is on. Project FilesThe project that installed the unit, with its manual and warranty.

What is healthcare CMMS software?

Healthcare CMMS software is a computerized maintenance management system built for hospitals, used to create, assign, and document work orders for corrective and preventive maintenance. Facilities teams use it to show staff, leadership, and Joint Commission (JC), DNV, or CMS surveyors a complete record of what was fixed, where, by whom, and when. Ruya Work Orders is a software and service solution: every work order is pinned to a building, room, and asset on the floor plan, and Smart Maintenance Triggers open follow-up work orders from failed inspection results automatically.

Questions facility leaders ask

For work on a building, that is what it is for. The difference is where the record sits. The work order is on the building, next to that building's floor plans, its room data and its project history, and it names the piece of equipment it is about rather than describing it. If you run a larger system for finance, inventory or purchasing, this does not touch that.

No. Naming the asset is required before it can be saved, and that is deliberate. It is the whole difference between a unit with a history somebody can read and three separate jobs that all say cooling issue. If the thing being worked on is not in the asset list yet, it gets added, which is how the asset list stays honest.

Yes. Every work order carries an update thread, and an update can have a photo on it as well as the message. What was replaced, by whom, on what day, with a picture of it. That is the part that normally lives in somebody's phone.

It opens, it gets an owner, it gets worked, and it finishes. The status changes on the work order itself rather than on a separate screen, so the list everybody else is looking at is right without anyone being told. The date it was finished is recorded separately from the date it was due, so you can see both what was promised and what happened.

No. The building and the piece of equipment are what anchor it. Floor and room are there when you want them, and they are chosen from that building's own record rather than typed in, which is exactly what makes them worth filtering on two years later.

There are no per-seat licenses, so including the people who actually do the work does not change what you pay. That matters more here than anywhere else in the platform, because work orders are the module where the most people need to get in.

Bring the piece of equipment that keeps coming back.

The one everybody has an opinion about and nobody has the history for. We’ll put it on a building in Ruya with its last few jobs on it, and you can see what the record would have told you. Twenty minutes, with the founder, not a sales rep.

  • See your own equipment, in your own rooms
  • Ask the hard questions, pricing included
  • Leave with clear next steps, or a clean no

Rashad Mujeebuddin, Founder, Ruya

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