Completing a Request

This article walks through completing a Repair/General, Service, or Daily Driver request step by step. For an overview of request types and work order types, see Requests and Work Orders. For creating a new request from scratch, see Creating and Scheduling Work.

Step 1 — Fill in the Request Details

The first step is to record what the job is and what asset it relates to.

Field	Description
Asset Detail	The asset the work is being carried out on. Selecting an asset links all work orders under the request to that asset.
Enter Primary Metre Reading	A new primary metre reading taken at the time of the request. Recording an accurate reading at drop-off and again at completion keeps the asset's metre history current and supports preventive maintenance scheduling.
Enter Secondary Metre Reading	A new secondary metre reading, if the asset has a secondary metre configured.
Reported By	The person submitting the request. Defaults to the logged-in user. Can be changed if the request is being raised on behalf of someone else.
Req. Description	A free-text description of the work to be done or the fault being reported. Carried through to work orders so technicians can see the original scope of work.
Reason for Request	A configurable dropdown categorising the nature of the request — for example, Breakdown, Scheduled Maintenance, or Modification. (Repair/General requests only.)
Priority	The urgency of the work — Urgent – Asset Out of Service or Non-Urgent – Asset Operational.
Images	Photos attached to document a fault or provide reference for technicians. Can be added at the time of reporting and updated as the job progresses.
Account Codes	One or more account codes to record the cost centre or job code the work should be charged against. Account codes flow through to work orders created under the request. See Account Codes.

Service Request Fields

Service requests include these additional fields in this step.

Field	Description
Components Included in Service	The asset's components included in this service, based on the service definition and the asset's component configuration.
Show Usage Graph	Checkbox that displays a usage graph showing the asset's metre history over time. Useful for reviewing usage since the last service.
Maintenance Notes	Notes auto-populated from the asset's maintenance record. Separate from the general Req. Description field.
Service Uploads	Attachments specific to the service, such as service sheets or certificates.

Daily Driver Request Fields

Daily Driver requests are created when a fault is reported on a Daily Driver Check Sheet. The following field is specific to this request type.

Field	Description
Current Checks/Defects	A read-only display of the check items and results recorded on the originating Daily Driver Check Sheet.

Step 2 — Schedule the Request

Once the request details are filled in, assign it to a workshop, set the expected timing, and update the status as the job progresses.

Field	Description
Workshop	The workshop the request is assigned to. Determines which workshop's dashboard the request appears on.
Request Assigned To	The staff member responsible for overseeing the job — typically a supervisor or coordinator. Separate from the work order assignees.
Workshop Bay	The specific bay within the workshop where the work will be carried out. Optional.
Expected Start	The date and time the work is expected to begin.
Expected Completion	The date and time the work is expected to be finished.
Expected Minutes to Complete	An estimated duration for the job, in minutes. Used for scheduling and capacity planning in the Work Scheduler.
Service Requested	Where the work will be carried out — In Workshop or In Field – Select Address. (Repair/General requests.) On Service requests, this field is labelled Location of Service.
Address	The physical address for field service. Shown when In Field – Select Address is selected.
Disable Asset Booking	Controls whether the asset's booking availability is affected while the request is active — Auto Disable, Disable, or Do Not Disable. See Managing Pool Vehicle Maintenance. (Repair/General and Service requests.)
Supervisor Notes	Internal notes visible to supervisors and workshop staff only. Use for context that should inform how the job is handled — asset history, special instructions, or follow-up requirements.

Status

Selecting a status automatically records the date and time of that transition in the corresponding date field. The In Progress status is set when at least one work order under the request is moved to In Progress. Statuses can be skipped — for example, a request can move directly from Open to In Progress without passing through Drop Off. See Workshop Workflow Overview for the full status flow.

Field	Description
Status	The current workflow stage of the request.
Created Date	Set automatically when the request is first saved. Read-only.
Drop Off	The date and time the asset was dropped off at the workshop.
In Progress	The date and time work began on the request.
Work Completed	The date and time all work under the request was completed.
Pick Up	The date and time the asset was collected after work was finished.
Cancelled	The date and time the request was cancelled.
Reason for Cancellation	A free-text explanation of why the request was cancelled. Shown when the request is set to Cancelled.

Step 3 — Create Work Orders

The Work Order Creation Panel appears at the bottom of the request. Use it to add one or more work orders covering the specific tasks to be completed. For field-by-field guidance on completing a work order, see Completing a Work Order.

Field	Description
Work Order Type	A dropdown listing the work order types available for this request. Options depend on the request type — see Which Work Order Types Are Available.
Assignee Filter	Filters the assignee list — All, All Technicians, This Workshop, External Suppliers, or Assign To Me. Selecting External Suppliers reveals the external supplier reason field.
Select Assignee	The person or supplier the work order will be assigned to.
WO Expected Start	The date and time the work order is expected to begin. Defaults to the request's Expected Start if set.
WO Expected Completion	The date and time the work order is expected to be completed.
Reason Assigned to External Supplier	A checklist explaining why the work is being assigned externally — for example, Labour unavailable, Specialist skills unavailable, or Warranty. Shown when an external assignee is selected.

Step 4 — Close the Request

Once all work orders under the request are complete, set the Status to Closed. The closed date is recorded automatically.

Field	Description
Closed	The date and time the request was closed. Set automatically when the status is changed to Closed.
Total Repair Time	Calculated. Total labour time recorded across all work orders under the request, in minutes.
Total Down Time	Calculated. How long the asset has been out of service for this request, based on the Drop Off and Pick Up dates.

Daily Driver Requests — Defect Inspection

Before closing a Daily Driver request, confirm the physical inspection has been completed.

Field	Description
Defect Inspection Complete	Checkbox confirming the supervisor has physically inspected and assessed the reported defect.

Deferring Instead of Closing

If the request cannot be closed because work is waiting on parts, an external contractor, or a follow-up — tick Deferred rather than closing it. This keeps the request visible and active without counting it as complete. See Deferred Requests.

Field	Description
Deferred	Flags the request as waiting on something without closing it.
Reason Deferred	A free-text explanation of why the request has been deferred. Shown when Deferred is ticked.

Internal Requests

Internal requests are used for workshop tasks not tied to a specific asset — such as training, meetings, or general internal jobs. They follow the same four-step flow but without an asset field, metre readings, safety tags, priority, service location, Workshop Bay, or Disable Asset Booking. The status flow is simplified: Open, In Progress, Work Complete, Closed — with no Drop Off or Pick Up stages.

Other Request Types

The following request types are managed in other areas of the application.

Request Type	Description
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 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. See Recording Expenses.

Updated: June 2026 · Formbird FLEET 4.2.8