Unifying maintenance and ordering into one workflow
My role
Sole Product Designer
(Research, IA, prototyping, design system, QA)
Timeline
July - August 2026 (8 weeks)
My team
4 client stakeholders, 1 solution architect,
3 back-end engineers, 1 front-end engineer
"That's part of the reason what sent us down this path — that disconnect between the warehouse and the maintenance ticket."
-- Ryan · Director of Information Technology
01
CONTEXT
40% of repairs wait on a part that lives in another system.
Club Car Wash ran two systems side by side. Store managers reported maintenance requests in FMX. The warehouse managed order fulfillment in FlowTrac. Nothing connected the two.
So from requesting a part to chasing its status, a store manager or technician had to email or call the warehouse before any work could start. The warehouse paid for it too — answering the same questions by phone all day, with no way to point anyone at a status they could see for themselves.
05
SOLUTION
Connecting work request and part visibility
Ordering starts on the job itself, not in a separate system. The order stays attached to the repair, so anyone can see that this job is waiting on a part.
Step 01 · Technician (Mobile)
Request the part from inside the job
Technician orders parts when reviewing the request, the parts readiness controls the work request: Awaiting for parts or Ready to work.
Step 02 · Tablet · Warehouse
Pick from a queue to fulfill
Only orders that can actually be filled allow users to start picking orders. Users can transfer the order to another warehouse with sufficient stock to avoid delaying fulfillment.
Step 03 · Technician (Mobile)
Resolve the job with what was actually used
Parts used and hours worked are captured in the same step that closes the job, rather than in a form afterwards. This ensures the stock system reflects the actual consumption.
Step 04 · Operation Team (Desktop)
Only the actions that apply, for the people allowed to take them
Everyone works from the same record, but the buttons change. Request parts, Resolve, Close, and Re-open appear only once a job has reached that stage, and only for someone permitted to do it.
