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Workshop Dashboard Configuration

Configuration documents define the dashboard layout for roles or individuals across your organisation. They control which panels are visible, which items appear within those panels, what the default Current Activity view is, and which navigation menu items are shown.

For an overview of the dashboard and how to use it, see The Workshop Dashboard.

  1. From the Workshop Dashboard, select the burger icon to open the navigation menu.
  2. Select Workshops and Stores.
  3. On the Workshops and Stores page, select Workshop Dash Configuration.

This lists all existing configurations. Select any configuration to open and edit it. Select New to create a new one.

Configuration Types

Type Purpose
Business Configuration The default layout applied to any user who has no other configuration assigned. Every site has one — edit it rather than creating a new one.
Role Specific Configuration Applied to all accounts with a specified app role.
User Specific Configuration Applied to a specific user account.
User Preference Saved automatically when a user selects Save Configuration on the dashboard. Do not create these manually.

If a user has both a Role Specific and a User Specific Configuration assigned, they will be prompted to choose which one to load when they open the dashboard.

Default configurations

Every site includes three configurations out of the box:

  • Business Configuration — the fallback layout applied to any user who has no other configuration assigned. It shows all panels and gives a full view of workshop activity across all workshops.
  • Workshop Supervisor Dashboard — a Role Specific Configuration applied to the Supervisor and Maintenance Admin roles. It is focused on the supervisor workflow of triaging incoming work and managing mechanics and maintenance activity.
  • Technician Dashboard — a Role Specific Configuration applied to the Technician role. It focuses on work assigned to the logged-in user, with the Assigned To Me view set as the default in the Current Activity panel.

Creating or Editing a Configuration

To edit the Business Configuration, open it from the Workshop Dash Configuration list. To create a Role Specific or User Specific Configuration:

  1. Select New (or open an existing configuration and select Clone Document to start from that layout).
  2. Enter a name in the Document Name field.
  3. Set Type to Role Specific Configuration or User Specific Configuration.
  4. In the Role / Account field, select the app role or user account this configuration applies to.
  5. Select the default workshops in the Default Workshops field.
  6. Configure the settings — see Configuration Settings below.
  7. Save the document.

Configuration Settings

Changes to a configuration take effect when the user next opens or reloads the dashboard.

Default Workshops

Sets which workshops are loaded by default when the user opens the dashboard. If no workshop is selected, the dashboard defaults to showing all workshops in the organisation. Users can change this themselves from the Dash Configuration panel.

Show Create Buttons for

Controls which create buttons appear at the top of the workshop dashboard. Select one or more request or work order types from the dropdown — each selected type displays as a button that opens a new record of that type directly from the dashboard. Leave the field empty to show no create buttons.

Show Dash Configuration Panel

Controls whether the Dash Configuration panel is visible to the user. If turned off, the user cannot customise their layout or switch configurations.

Show Load All Workshops Button / Show Load My Workshop Button

Controls whether the Load All Workshops and Load My Workshop buttons appear in the Dash Configuration panel.

Only Show User's Time Recorders

When enabled, the Time Recorders panel shows only time entries created by the logged-in user. When disabled, all time entries for the selected workshops are shown.

Show Closed Requests Days Before Now

Sets how many days back the dashboard includes closed requests. Accepts values from 0 to 30. Defaults to 14.

Show Completed Work Orders Days Before Now

Sets how many days back the dashboard includes completed work orders. Accepts values from 0 to 30. Defaults to 14.

Show Time Recorders for Days

Sets how many days of time recorder entries appear in the Time Recorders panel. Accepts values from 1 to 7. Defaults to 7.

Default Request Status

Sets which request statuses are visible on the dashboard by default. Tick each status to include:

  • Pending
  • Open
  • Drop Off
  • In Progress
  • Pick Up
  • Work Complete
  • Closed

Triage Conditions

Controls what a request must have before it is removed from the Triage panel. Tick each condition that must be met:

  • Expected Start — the request has an Expected Start date
  • Expected Completion — the request has an Expected Completion date
  • Assignee – Work Order — a mechanic is assigned to at least one of the work orders under the request
  • Assignee – Request — the request itself has an assignee
  • Workshop — the request has a workshop assigned
  • Non-Pending Status — the request has a status other than Pending

The Checkbox Groups

The configuration includes four checkbox groups. Each item in a group has two settings:

  • Show — whether the item appears as a checkbox in the user's Dash Configuration panel. If off, the user cannot see or change the item.
  • Default — whether the item is currently active on the dashboard. If off, the item is hidden.

For example: an item could have Show off and Default on — it appears on the dashboard but the user cannot toggle it. Or both on, giving the user control.

Show Reports

Controls which categories are visible within the Triage, Current Activity, and Outstanding Items panels.

Triage panel

  • Repairs And Failed Checks – Urgent
  • Repairs And Failed Checks – Non-Urgent
  • Repairs And Failed Checks – No Priority
  • Workshop Initiated Service
  • Automatically Created Service
  • Work Orders – Unassigned

Current Activity panel (category filter buttons)

  • In The Yard
  • Start Overdue
  • Expected Today
  • Next 7 Days
  • Supervisor Review Required
  • Requests Completed Today

Outstanding Items panel

  • Requests Not Closed – All Work Orders Complete
  • Requests Not Closed – Some Work Orders Not Complete
  • Requests Deferred
  • Requests Not Started, Overdue and No Started Work Orders
  • Work Orders Not Complete
  • Work Orders On Hold
  • Work Orders Started and Overdue
  • Work Orders Without Time Recorders (Rolling Month)
  • Active Time Recorders

Show Panels

Controls which panels appear on the dashboard:

  • Triage
  • Current Activity
  • Time Recorders
  • Special Monitoring
  • Outstanding Items
  • Conversation List
  • Report Listing

The Dash Configuration panel has its own dedicated setting — see Show Dash Configuration Panel above.

Default Current Activity Main Table View

Sets which view is active by default when the Current Activity panel loads. Uses radio buttons — only one option can be the default at a time:

  • All Details — shows all activity across the selected workshops
  • Assigned To Me — shows requests and work orders where the user is the assignee
  • My Work Orders — shows only work orders assigned to the user
  • My Requests — shows only requests assigned to the user

Show Navigation Menu Items

Controls which items appear in the navigation menu (burger icon):

  • Reload
  • Monitoring and Scheduling
  • Request List
  • Materials
  • Time Recorder (submenu)
  • Time Recorder Documents
  • Time Recorder Report
  • Accounts
  • Asset List (submenu)
  • Standard List
  • Custom List
  • Document Library
  • Daily Driver Report
  • Asset Services Due Report
  • Safety Tag List
  • Workshops and Stores
  • Service Configuration
  • Asset Booking
  • Bulk Refuel
  • Jobs

User Preferences

A User Preference document is created automatically the first time a user opens the dashboard. It starts as a copy of whichever configuration was loaded for that user (their assigned configuration, or the Business Configuration if none is assigned). From that point on, any changes the user saves from the Dash Configuration panel are written to their User Preference document.

User Preferences take priority over all other configuration types. Administrators can open and edit a user's User Preference document directly if needed — for example, to reset it or apply a specific layout on their behalf.

Do not create User Preference documents manually — they must be initialised by the dashboard on the user's first load.

Updated: May 2026 · Formbird FLEET 4.2.8