Workshops

A Workshop record in Formbird FLEET represents a maintenance facility — the organisational home for Requests, Work Orders, and staff. Work Orders are assigned to a workshop and managed from that workshop's Dashboard. Each workshop can have its own bays, employee list, and an optional linked parts store.

Creating a Workshop

Workshops are created and managed from Workshops and Stores in the Administrator configuration menu.

From the System Administrator Menu, select Configuration, then Workshops and Stores.
In the Workshops section, select New Workshop.
Complete the workshop details:

Field	Description
Workshop Name	The name displayed throughout the application. Required.
Work Phone	Workshop landline number.
Mobile Phone	Workshop mobile number.
Fax	Fax number if applicable.
Assignable	Whether this workshop can be assigned to Requests and Work Orders. Set to Yes to make it selectable.
Description	Additional information about the workshop.
Address	Physical address.
Related Store	Links the workshop to a parts store. When set, materials from that store are available on Work Orders assigned to this workshop.

Save.

Once saved, the workshop appears in the Workshop selector throughout the application.

Workshop Bays

Workshop Bays are named workspaces within a workshop — individual service bays, lifts, or work areas. A Bay can be assigned to a Work Order so supervisors can track where specific jobs are being carried out.

Bays are managed within the Workshop record.

Adding a Bay

Open the Workshop record.
In the Workshop Bays panel, select New Bay.
Enter a Bay Name. The Workshop field is pre-populated with the current workshop.
Leave Active checked to make the bay available when assigning Work Orders.
Save.

To deactivate a bay — for example, if it is temporarily out of service — open the Bay record and uncheck Active. The bay stops appearing in the selector but its history is preserved.

Workshop Staff

The Related Employees panel on a Workshop record shows all accounts assigned to that workshop, along with their Available For Work status. Availability is set on each individual account, not on the Workshop record.

For information on managing rosters and leave, see Workshop Staff.

Stores

A Store is a parts inventory location that can be linked to one or more workshops. When a Workshop has a Related Store set, materials from that store are available to add to Work Orders at that workshop.

Stores are created in Workshops and Stores using the New Store option in the Stores section. A Store record has a name and can be linked to physical location and workshop records.

For information on managing parts inventory, see Materials.

Mobile Workshops

A Mobile Workshop is a transportable service facility — typically a workshop truck or van — that carries its own tools and parts inventory. Mobile workshops can be assigned to Requests and Work Orders in the same way as fixed workshops.

Creating a Mobile Workshop

From Workshops and Stores, select New Mobile Workshop in the Workshops section.
Complete the fields:

Field	Description
Workshop Name	Name of the mobile workshop. Required.
Assignable	Set to Yes to make it selectable on Requests and Work Orders.
Truck	Links the mobile workshop to the fleet asset (vehicle) it operates from.
Description	Additional notes.

Save.

Viewing Mobile Workshop Stock

The Stock panel on a Mobile Workshop record lists the materials and parts it carries. Use this to check what inventory is available on the mobile workshop before assigning it to a job.