Workshop Management

1. Vehicle Check-In Process

When a vehicle arrives at the workshop, it must be checked in before any work can begin. The check-in process records the start mileage, assigns the vehicle to a service bay, and updates the job status to "In Workshop". This mandatory step ensures accurate tracking and prevents work from starting on unchecked vehicles. The system validates that the job card exists and is in the correct status before allowing check-in.

2. Workshop Calendar & Bay Assignment

The workshop calendar provides a visual overview of all vehicles currently in the workshop, showing which service bays are occupied and when vehicles are scheduled for work. Service managers can assign vehicles to specific bays based on job type, technician availability, and bay capacity. The calendar updates in real-time as vehicles are checked in or out.

3. Technician Allocation

Jobs are allocated to technicians based on their skills, current workload, and availability. The system displays each technician's assigned jobs, active clock-ins, and completion status. Service managers can reassign jobs if needed, and the system tracks all allocation changes for reporting purposes. Technicians receive notifications when new jobs are assigned to them.

4. Electronic Clocking System

Technicians clock on to jobs and specific labour lines through the mobile-friendly technician portal. When a technician clocks on, the system records the start time and links the time record to the job and labour line. Technicians can clock on to multiple labour lines throughout the day, and the system automatically calculates total time spent. Clocking off records the end time and updates the labour line with actual hours worked.

5. Job Progress Tracking

As technicians work on jobs, they can update job status and add notes through the technician portal. The system tracks job progress in real-time, showing which labour lines are in progress, completed, or pending. Service managers can view the workshop dashboard to see overall progress, identify bottlenecks, and ensure jobs are on track for completion.

6. Parts Issuing & Stock Management

When parts are ready to be fitted, they're issued from stock through the workshop interface. The system automatically updates stock levels, reserves parts for the specific job, and records who issued each part. Parts that are issued but not yet fitted remain in "Picked" status, and can be returned to stock if not needed. The complete audit trail tracks all part movements.

7. Quality Control & Completion

Before a job can be completed, the system validates that all required information is present including time taken on labour lines, technician assignments, and parts status. Once validated, the job moves to completion status. Vehicle check-out records the end mileage, calculates mileage difference automatically, and releases the service bay for the next vehicle.

8. Performance Monitoring

The workshop dashboard provides real-time metrics including active jobs, vehicles in workshop, technician utilisation, average job completion time, and workshop efficiency. Service managers can identify trends, monitor technician performance, and optimise workshop loading. Historical reports show workshop performance over time for continuous improvement.