Requests and Work Orders
Workshop activity in Formbird FLEET is organised around two connected record types: Requests and Work Orders.
A Request captures what needs to be done — the initial report or scope of work from the customer's perspective. It is the container for the job, not the record of the work itself.
A Work Order captures what was actually done — the effort, materials, checks, and findings recorded by the person doing the work.
One or more work orders can sit under a single request, allowing complex jobs to be split across multiple pieces of work while keeping them all connected.
For an overview of how they move through the workshop, see Workshop Workflow Overview. For step-by-step field guidance, see Completing a Request and Completing a Work Order.
Request Types
Workshop and Maintenance Requests
| Request type | What it is for | Who can create |
|---|---|---|
| Repair/General Request | Repairs, modifications, and other miscellaneous work on a specific asset. The most commonly used request type. | Workshop staff and above. Operators can report a fault but cannot schedule or respond to the request. |
| Service Request | Preventive maintenance services for a specific asset. Usually generated automatically when a meter threshold or calendar trigger is met — see Service Requests. Can also be created manually. | Workshop staff and above. Also auto-generated by the system. |
| Internal Request | Non-asset-specific workshop activity — for example, training tasks or general workshop jobs not tied to a particular asset. | Workshop staff and above. |
| Daily Drivers Check Sheet | A daily pre-start safety check. When a fault is reported, it becomes an actionable request for the workshop — see Actioning Daily Driver Faults. | Operators and Drivers. See Completing a Daily Driver. |
Other Request Types
| Request type | What it is for |
|---|---|
| Asset Verification Inspection Request | Manages verification inspections across multiple assets. See Verification. |
| Fuel Requisition Request | Records and manages the refuelling of multiple assets. See Fuel Requisition Requests. |
| Infringement Request | Records and manages a traffic or parking infringement against a specific asset. See Infringement Requests. |
| Internal Asset Hire Request | Records an asset booking. Created when a booking is made through the Asset Booking calendar. See Booking an Asset. |
| Registration and Insurance Expenses Request | Records a registration or insurance renewal against an asset. See Managing Insurance and Registration Renewals. |
| Asset Expense (Other) Request | Captures a miscellaneous expense against a specific asset. |
Operator and Supervisor Versions
Some request types have separate Operator and Supervisor versions. The Operator version presents a simplified form with only the fields needed to report a problem — without scheduling or workshop management fields. Operators and Drivers are directed to the Operator version automatically based on their account type.
Work Order Types
Core Workshop Work Orders
| Work order type | What it is for |
|---|---|
| Repair Work Order | Recording the details of repairs, modifications, or other work completed on an asset. Includes general checks, labour hours, and materials. |
| PM Service Work Order | Recording the work carried out during a preventive maintenance service. Includes service checklist items from the service definition, labour hours, and materials. See Service Schedules. |
| Diagnose Work Order | Recording the findings from diagnosing a fault on an asset. Typically used before a Repair Work Order when diagnosis and repair are handled by different people or at different times. |
| Supervisor Review Work Order | Assigning a supervisor to review completed work before a request is closed. Includes a series of sign-off checks. |
Other Work Order Types
| Work order type | What it is for |
|---|---|
| Risk Assessment Work Order | Carrying out a risk assessment on an asset, including structured checks and an overall outcome. See Risk Assessments. |
| Asset Verification Work Order | Recording the verification of an asset's location, condition, and registration details. Used under an Asset Verification Inspection Request. See Verification. |
| Pre/Post Hire Inspection Work Order | Conducting a condition inspection before or after an asset is hired out. See Hired Assets. |
| Refuel Work Order | Recording a refuelling event as a structured work order. |
| Accident Data Collection Work Order | Capturing details related to an accident involving a specific asset. |
| Training Task Work Order | Recording a training activity, including training type, details, and location. See Training. |
| Internal Task Work Order | A lightweight work order for recording labour time on internal activity. Used under an Internal Request. |
| Parts Management Work Order | Grouping and tracking material orders for store restocking. See Materials. |
Which Work Order Types Are Available
The work order types shown in the Select Work Order Type dropdown depend on the request type.
| Work Order Type | Repair/General | Service | Internal |
|---|---|---|---|
| Repair Work Order | ✓ | ✓ | |
| Diagnose Work Order | ✓ | ✓ | |
| PM Service Work Order | ✓ | ||
| Risk Assessment Work Order | ✓ | ✓ | |
| Parts Management Work Order | ✓ | ✓ | |
| Internal Task Work Order | ✓ | ✓ | ✓ |
| Asset Verification Work Order | ✓ | ✓ | |
| Accident Data Collection Work Order | ✓ | ✓ | |
| Supervisor Review Work Order | ✓ | ✓ | |
| Training Task Work Order | ✓ | ✓ | ✓ |
| Refuel Work Order | ✓ | ✓ | |
| Pre/Post Hire Inspection Work Order | ✓ | ✓ |
On a Service Request, the PM Service Work Order option shows the specific service definitions attached to the request, not a generic template. Each linked service definition appears as a separate selectable item.
Published: May 2026 · Formbird FLEET 4.2.8