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New Hire Training Guide

The core objects, the main pages and the Work Order lifecycle, learned by completing each step in UtilizeCore. The step-by-step version of the New Hire Training Path.

Where this fits: Workflow Universe | For: Everyone new to UtilizeCore
Read first: New Hire Training Path Read next: Dispatcher Training Path

Applies to: New UtilizeCore users in every role, before their role training guide

Download the printable version (PDF)

1. Prerequisites

Before you start, confirm How to check
Your user account is active and the UtilizeCore Mobile App is installed Sign in on the web and in the app with the same login. See Log In for the First Time.
Your user role is assigned Your menu shows the pages for your role.
The TRAINING Client, Site, Service and Vendor exist Search for TRAINING Site and open it.
Your row on the training board is set up Open your row and confirm the due dates.

2. Required Reading

# Article Key concept
1 UtilizeCore Basics Work Order, Trip, Visit. Client, Site, Vendor.
2 The Main Pages at a Glance Where each record lives.
3 How a Work Order Moves The seven phases and who owns each one.
4 Action Filters Every status that needs a person has an owner.
5 Trip Status and Pin Legend Each status, its pin color and the action it needs.

3. Hands-On Exercises

Complete the exercises in order. Name each record exactly as shown, ending with your full name. When you finish an exercise, enter its Work Order ID or record name on your training board. Your trainer reviews it before you start the next.

Exercise 1: Get Your Bearings (30 min)

Objective: Locate any record and set up the view you will use every day.

Tasks

  1. Open each module: Work Orders, Trips, Sites, Clients and Vendors.
  2. Search for a Work Order by its number or by Trade, and open it.
  3. On the Work Orders page, edit your columns.
  4. Apply a filter, then save it as a filter template named TRAINING Exercise 1 - First Last.

Check your understanding

  • Which page lists every Trip, across all Work Orders?
  • Why save a filter as a template instead of rebuilding it?

Apply it: List the three filters you expect to use most in your role, and save one of them.

Record on your training board: the name of your saved filter template.

Exercise 2: Run a Full Cycle (45 min)

Objective: Take one service request through all seven phases.

Tasks

  1. Create a Work Order on TRAINING Site with TRAINING Service, named TRAINING Exercise 2 - First Last. Select Save & Add Trip.
  2. On the Trip, confirm the priority Vendor. Set the dates in order: Work Order Close, Trip Expiration, ETC, ETA. Select Save & Dispatch.
  3. Sign in as TRAINING Vendor and accept the Trip.
  4. In the UtilizeCore Mobile App: Check In, add a before photo, complete the Task, add an after photo, Check Out.
  5. Start from the Verify Trips Action Filter and verify the Trip.
  6. Generate the Payable, then the Receivable.

Check your understanding

  • What is the difference between a Work Order, a Trip and a Visit?
  • What status does a Trip show after Save, without Dispatch?
  • Which Action Filter held the Work Order after Check Out, and why?

Apply it: Mark which of the six steps your role performs and who performs the others.

Record on your training board: the Work Order ID.

Exercise 3: Assess a Work Order (20 min)

Objective: Read the record of what happened, who did it and when.

Tasks

  1. Open your Exercise 2 Work Order.
  2. Read the Trip status and its pin color.
  3. Open the Activity tab. Find who dispatched, checked in and verified.
  4. Note the Check In source icon and review the photos.
  5. Open the Receivable and read the Rate Type on the line.
  6. Add a note to the Work Order summarizing the service request and its outcome.

Check your understanding

  • What does a computer icon beside a Check In mean?
  • Where did the amount on the invoice line come from?

Apply it: Open a Work Order your team completed this month and review its Activity tab the same way.

Record on your training board: the Work Order ID (the note is on it).

Exercise 4: Find Your Work in the Action Filters (25 min)

Objective: Understand how work reaches you and where it goes next.

Tasks

  1. Open the Work Orders page and read the Action Filters from left to right.
  2. Open each Action Filter your role owns. Your trainer names them.
  3. Identify the custom status that hands work to you and the status you hand off.
  4. Add a note to your Exercise 2 Work Order listing your Action Filters and those two statuses.

Check your understanding

  • What is the standard for an Action Filter at the end of the day?
  • What belongs on a row you cannot clear today?

Apply it: Confirm with your manager who owns the step before yours and the step after yours.

Record on your training board: the Work Order ID (the note is on it).

4. Skills Checklist

Skill Confirmed in
Locate any Work Order, Trip, Site, Client or Vendor, and save a filter template Exercise 1
Explain the difference between a Work Order, a Trip and a Visit Exercise 2
Follow a Work Order through all seven phases, from request to invoice Exercise 2
Read a Work Order's Activity, photos and invoice lines to see what happened Exercise 3
Name the Action Filters your role owns and the handoff before and after you Exercise 4
Find help: the help center or contact support Required reading

5. First-Week Assignments

Assignment Your trainer confirms
Sign in to UtilizeCore every working day Your sign-in history
Complete one action in your role on a live Work Order Your name in that Work Order's Activity
Start each day from your saved filter template or your Action Filters Review with your trainer on day 5
Begin your role training guide Its Exercise 1 recorded by day 5

6. Trainer Sign-Off

Your trainer signs off each line in the printable version: Exercises 1 to 4, then the first-week assignments.

Questions? Contact your Customer Success team or email support@utilizecore.com.