---
title: Assigning/Approving a Work Order to a User, Department, or External Vendor
description: Learn about assigning/approving a work order to a user, department, or external vendor in eSPACE.
---

[Skip to content](https://support.espace.cool/espace-knowledge-base/assigning/approving-a-work-order-to-a-user-department-or-external-vendor#main-content)

English

Show submenu for translations

[![66f7bec9bf5a8d3c374018fc](https://support.espace.cool/hs-fs/hubfs/AI%20Email%20Template%20Import/Images/66f7bec9bf5a8d3c374018fc.png?width=953&height=300&name=66f7bec9bf5a8d3c374018fc.png)](https://www.smartchurchsolutions.com/)

- [Knowledge Base](https://support.espace.cool/espace-knowledge-base)
- [Product Feedback](https://u03m6.share.hsforms.com/2EgdDdILgTLGc3McfPhw1uw)

Open main navigation

Close main navigation

- [Knowledge Base](https://support.espace.cool/espace-knowledge-base)
- [Product Feedback](https://u03m6.share.hsforms.com/2EgdDdILgTLGc3McfPhw1uw)
- English
  
  Show submenu for translations

 eSPACE Support Center: How can we help you?

- There are no suggestions because the search field is empty.

1. [eSPACE Knowledge Base](https://support.espace.cool/espace-knowledge-base?hsLang=en)
2. [Work Order & Asset Management](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en)
3. [Reviewing, Assigning & Approving Work Orders](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#reviewing-assigning-approving-work-orders)

# Assigning/Approving a Work Order to a User, Department, or External Vendor

## How to assign a work order to a user and how a work order gets approved

As an Admin (or a sub-admin who has been given permission to manage work orders), all new work orders that are *not yet assigned* will be displayed on your dashboard under your "**New Work Orders**" grid. You can print, view, assign or choose not to accept the work orders in that grid.

- Related article: Creating Routing Rules to Auto Assigned a Work Order

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-05-29-08-2210-PM.png?width=660&height=495&name=undefined-Feb-24-2026-05-29-08-2210-PM.png)

- Admins can also assign work orders to external vendors, learn more in this article: **[Viewing, Adding & Communicating with External Vendors](https://support.espace.cool/espace-knowledge-base/viewing-adding-communicating-with-external-vendors?hsLang=en)**

#### **Automatically Assigning/Approving Work Orders**

- Any work order that is auto-assigned to a user, department or external vendor through a routing rule that an admin has set up will **NOT** appear in this grid and will instead appear in the "All Work Order in Progess" grid and "Non-Completed Work Orders" grid. Only *unassigned* work orders will appear in the "New Work Orders" grid.
- Learn more in this article: **[Creating Routing Rules to Auto Assigned a Work Order](https://support.espace.cool/espace-knowledge-base/creating-routing-rules-to-auto-assigned-a-work-order?hsLang=en)**

#### **Assigned/Approved *versus* Unassigned/Unapproved**

- Assigned work orders are considered approved work orders.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-05-29-20-4616-PM.png?width=670&height=172&name=undefined-Feb-24-2026-05-29-20-4616-PM.png)

#### **How to Assign Work Orders**

### **Admins**

- When admins enter a work order, they can choose to assign it right away to an individual user, a department (if the account has departments), or an external vendor.![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-05-29-29-3229-PM.png?width=670&height=118&name=undefined-Feb-24-2026-05-29-29-3229-PM.png)

- If they do NOT assign the work order during the creation process then the work order will appear in the "New Work Orders" grid. They can then assign the work order at that time and the work order will move to "All Work Orders in Progress" and "Non-completed Work Orders" grid. 
    - **Departments**: If they choose to assign it to a department, then it will also appear in the "My Department Work Orders" for all the admins, sub-admins, and users that have access to the service category under their user permissions that is also on the work order. Anyone with access to the work orders assigned to a department can then assign or "Accept" the work order and assign it to themselves.

![](https://support.espace.cool/hs-fs/hubfs/image-png-Feb-24-2026-05-30-44-0153-PM.png?width=670&height=86&name=image-png-Feb-24-2026-05-30-44-0153-PM.png)

 

### **Users and Sub-admins who Can Manage Work Orders**

- When these users add a work order, unless the work order to auto auto-assigned by a routing rule created by an admin, it will appear on an admin's dashboard in the "New Work Orders" grid.

#### **Drop Down Options for Assign Work Order**

Regardless of when a work order is assigned, admins can choose to allow different admins, sub-admins, users, departments, and external vendors to have access to different service categories. Therefore based on which service categories they have been given access to under their user permissions, that will determine the options in the "Assign Work Order" section on the work order template.  

[![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-24-2026-05-31-01-1196-PM.png?width=670&height=185&name=undefined-Feb-24-2026-05-31-01-1196-PM.png)](https://www.smartchurchsolutions.com/learn-more/)

- [Event Scheduler](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#main-content)

    - [Calendar of Events](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#calendar-of-events)
    - [Items](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#items)
    - [Event Creation](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-creation)
    - [Basic Settings](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#basic-settings)
    - [Advanced Settings](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#advanced-settings)
    - [Other Integrations: SSO, Google, Outlook, APIv2](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#other-integrations-sso-google-outlook-apiv2)
    - [Billing & Invoicing](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#billing-invoicing)
    - [Event Notifications](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-notifications)
    - [Event Approval Process](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-approval-process)
    - [General Features for All Users](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#general-features-for-all-users)
    - [eSPACE Events to ChMS Integrations](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#espace-events-to-chms-integrations)
    - [Report Options](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#report-options)
    - [Overview Articles](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#overview-articles)
    - [Mobile App (Android & iPhone)](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#mobile-app-android-iphone)
    - [Bundled Customers](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#bundled-customers)
- [Work Order & Asset Management](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#main-content)

    - [Creating Work Orders](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#creating-work-orders)
    - [Vehicle Pro](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#vehicle-pro)
    - [Asset Pro](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#asset-pro)
    - [Basic Settings](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#basic-settings)
    - [Advanced Settings](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#advanced-settings)
    - [Preventative Maintenance \[PM\]](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#preventative-maintenance-pm)
    - [General Features for All Users](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#general-features-for-all-users)
    - [Analytics & Reports](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#analytics-reports)
    - [Dashboards Views for Different User Levels](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#dashboards-views-for-different-user-levels)
    - [Mobile App (Android & iPhone)](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#mobile-app-android-iphone)
    - [Reviewing, Assigning & Approving Work Orders](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#reviewing-assigning-approving-work-orders)
    - [Overview Articles](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#overview-articles)
    - [Work Order & Event Scheduler Integration](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#work-order-event-scheduler-integration)
- [Integrations](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#main-content)

    - [HVAC](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#hvac)
    - [Doors](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#doors)
    - [Digital Signage](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#digital-signage)
    - [ChMS to eSPACE for Integration Scheduling](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#chms-to-espace-for-integration-scheduling)
- [Floor Plan](https://support.espace.cool/espace-knowledge-base/floor-plan?hsLang=en)
- [General](https://support.espace.cool/espace-knowledge-base/general?hsLang=en)
- [All Users](https://support.espace.cool/espace-knowledge-base/all-users?hsLang=en#main-content)

    - [General Usage](https://support.espace.cool/espace-knowledge-base/all-users?hsLang=en#general-usage)
- [Life Cycle Calculator](https://support.espace.cool/espace-knowledge-base/life-cycle-calculator?hsLang=en)
- [Operational Cost Tracker](https://support.espace.cool/espace-knowledge-base/operational-cost-tracker?hsLang=en)

- [File a Support Ticket](https://support.espace.cool/tickets-view/new)

[![66f7bec9bf5a8d3c374018fc](https://support.espace.cool/hs-fs/hubfs/AI%20Email%20Template%20Import/Images/66f7bec9bf5a8d3c374018fc.png?width=500&height=158&name=66f7bec9bf5a8d3c374018fc.png "66f7bec9bf5a8d3c374018fc")](https://www.smartchurchsolutions.com/)

Copyright © 2026, Smart Church Solutions