Workshop Reports
Workshop reports give maintenance managers visibility into workload, repair history, labour productivity, and service compliance. The data in these reports comes directly from Requests and Work Orders as they move through the workshop workflow — fields set during daily maintenance activity accumulate into the metrics shown here.
Fields That Feed Workshop Reports
How accurately these reports reflect reality depends on workshop staff consistently filling in key fields as they work. The tables below show which fields matter most for reporting.
On each Request:
| Field | Reports that use it |
|---|---|
| Request Type | Request Analysis, Turn Around Time For Repairs, Overdue Requests |
| Workshop | Overdue Requests, Workshop Performance, Scheduled vs Unscheduled |
| Expected Completion | Overdue Requests, Overdue Work Orders |
| Completed Date | Turn Around Time For Repairs, PM Service, Workshop Performance |
| Downtime | Downtime Report |
| Priority | Overdue Requests |
On each Work Order:
| Field | Reports that use it |
|---|---|
| Work Order Type (Scheduled / Unscheduled) | Scheduled vs Unscheduled |
| Repair Type | Work Order Analysis, Repair Cause/Type/Reason, Completed Repair |
| Repair Cause | Repair Cause/Type/Reason |
| Repair Reason | Repair Cause/Type/Reason |
| Work Completed | Repair Cause/Type/Reason |
| Assigned Technician | Completed Repair, Labour Productivity, Time Recorder |
| Estimated Labour Minutes | Work Order Labour Productivity |
| Completed Date | Workshop Performance, Completed Repair |
| Total Labour Cost | Work Order Analysis, Direct vs Indirect Labour |
| Material Total Cost | Work Order Analysis |
Labour time recorded via Time Recorders linked to Work Orders feeds into the Time Recorder reports, the Direct vs Indirect Labour Report, and the Actual Labour Time in the Labour Productivity Report.
Workload and Overdue
Overdue Requests
The Overdue Requests report displays all open Requests where the Expected Completion date has passed. Requests with a status of Open, Pending, Drop Off, or In Progress are included. Deferred Requests are shown only when the Request Deferred checkbox is checked. Internal Hire, Asset Expense, and Registration documents are excluded.
Results are displayed as a table of overdue requests, grouped by Request Status and Workshop.
Overdue Work Orders
The Overdue Work Orders report is the Work Order equivalent of Overdue Requests. It shows all open Work Orders where the Expected Completion date has passed.
A Work Order appears in this report when: - Its status is New, In Progress, or On Hold - Its Expected Completion date is before today
The table shows the Work Order name, its parent Request, current status, Expected Completion date, and assigned technician.
Use this report alongside Overdue Requests to build a complete picture of the workshop backlog. Overdue Requests shows work that has not progressed; Overdue Work Orders shows jobs that are in progress but taking longer than planned.
Completed Work Analysis
Completed Repair Report
The Completed Repair Report lists all completed Work Orders for a chosen period, giving a detailed record of repair activity. A graph at the top of the report summarises Work Orders by Repair Type.
Work Orders are included where their Completed Date falls within the selected date range and a Repair Type is set.
| Column | Source |
|---|---|
| Work Order | Work Order name |
| Request | Name of the parent Request |
| Date Initiated | Date the Work Order was created |
| Expected Completion | Expected Completion from the Work Order |
| Completed | Completed Date from the Work Order |
| Assigned | The assigned technician |
Use this report to produce a detailed list of completed repairs for a period, verify that all work in a time window has been closed off, or review individual technician output.
Request Analysis Report
The Request Analysis Report provides a summary of closed Requests over a chosen period, broken down by Request Type, Request Reason, and cost by Repair Reason.
The report shows charts and tables for: - Count and percentage breakdown by Request Type (Repair/General, Service, Internal, and others) - Count and cost breakdown by Request Reason — the reason code selected on each closed Request, including total costs grouped by reason
Use the Granularity selector (Days, Weeks, Months) to control how trend data is bucketed over time. Select any chart column or table row to drill into the underlying Requests.
Use this report to understand the mix of work entering the workshop, identify which fault reasons are generating the most Requests, and compare costs across reason categories.
Work Order Analysis Report
The Work Order Analysis Report analyses the cost and volume of completed Work Orders, broken down by Repair Type. For each Repair Type it shows a count of Work Orders and the total cost split across four categories.
| Column | Source |
|---|---|
| Count | Number of Work Orders for this Repair Type in the period |
| Materials | Store materials costs from Work Orders (materialTotal minus additional materials) |
| Additional Materials | Non-store materials costs from Work Orders |
| Labour | Total labour costs from Work Orders (totalLabourCost) |
| Total | Sum of Materials, Additional Materials, and Labour |
Work Orders without a Repair Type set are excluded. Use the Granularity selector to compare costs across different time periods. Select any chart column or row to drill into the Work Orders that make up that figure.
Use this report to compare the relative cost burden of different repair types and to track whether costs are rising over time in a particular category.
Repair Cause / Type / Reason Report
The Repair Cause / Type / Reason Report breaks down completed Work Orders by four maintenance classification codes set on the Work Order. Each code appears in its own chart and table.
| Section | Work Order field |
|---|---|
| Repair Type | Repair Type selected on the Work Order |
| Repair Cause | Repair Cause selected on the Work Order |
| Repair Reason | Repair Reason selected on the Work Order |
| Work Completed | Work Completed code selected on the Work Order |
Work Orders are included where their Completed Date falls within the selected date range. Work Orders with no value set for a given code appear under "No Data" in that section.
Use the Granularity selector to compare counts across different time periods. Select any chart column to drill into the underlying Work Orders.
This report is most useful for identifying common fault patterns — for example, whether most repairs stem from a particular cause, or whether a specific component is generating repeated work. The quality of the data depends on technicians consistently selecting the correct codes when completing Work Orders.
Scheduled vs Unscheduled Report
The Scheduled vs Unscheduled Report compares the volume of scheduled versus unscheduled Work Orders across workshops. It draws on the Work Order Type field — set to either Scheduled or Unscheduled on each Work Order — and the Main Defect Type code.
The report shows: - A stacked bar graph comparing Scheduled and Unscheduled Work Orders by workshop - A summary table showing Count Scheduled, % Scheduled, Count Unscheduled, % Unscheduled per workshop - A breakdown by Main Defect Type with the same Scheduled / Unscheduled split
Use this report to understand how much of the workshop's workload is reactive versus planned, and to identify whether specific workshops or defect types are the main drivers of unscheduled work.
Turn Around Time For Repairs Report
The Turn Around Time For Repairs Report measures how long Requests take to move from the In Progress date to the Completed date, grouping results into time bands to identify how much of the workshop's repair work is completed quickly versus taking extended periods.
Each Request appears in the detail table with:
| Column | Source |
|---|---|
| Service | Request name (linked) |
| Start Date | In Progress date on the Request |
| Completed Date | Work Completed date on the Request |
| Total Repair Time (hr) | Total time from all linked Time Recorders, converted to hours |
| Category | Time band: for example, < 24 hrs, 24–48 hrs, > 48 hrs |
Requests with a total repair time over 48 hours are highlighted in red.
A Summary Table above the detail shows a count per time band, giving a quick picture of how the workshop's response times are distributed.
Use this report to identify delays in repair completion, benchmark turn around performance against targets, and flag requests that have taken significantly longer than expected.
Labour and Time
Work Order Labour Productivity Report
The Work Order Labour Productivity Report compares estimated versus actual labour time on Work Orders, helping identify where jobs consistently overrun or underrun.
| Column | Source |
|---|---|
| Work Order | Work Order name |
| Date Created | Date the Work Order was initiated |
| Parent Request | Name of the parent Request |
| Request Description | Description field from the parent Request |
| Est. Labour Time (mins) | Estimated Labour Minutes field on the Work Order |
| Actual Labour Time (mins) | Total time from all Time Recorder documents linked to the Work Order |
| Variance | Actual Labour Time minus Estimated Labour Time |
| Technician's Report | The Technicians Report text entered on the Work Order |
| Assigned | The assigned technician |
| Workshop | The workshop assigned to the Work Order |
Work Orders are included where Date Initiated falls within the selected date range.
A large positive variance may indicate a job that was more complex than anticipated; a large negative variance may indicate incomplete time recording. Use this report to refine estimates over time and identify Work Orders that may need follow-up.
Direct vs Indirect Labour Report
The Direct vs Indirect Labour Report classifies Time Recorder time by whether it relates to productive (direct) or non-productive (indirect) work, based on the type of Work Order the time was recorded against.
Direct labour includes time recorded against: Repair, Diagnose, PM Service, Supervisor Review, Hire Inspection, and Asset Verification Work Orders.
Indirect labour includes time recorded against: Internal Task, Training Task, Refuel, Risk Assessment, Accident Data Collection, and Parts Management Work Orders.
The report shows direct and indirect labour counts and costs per Account (the technician's user account). Use the optional Account filter to focus on a specific individual.
Use this report to understand how technician time is divided between chargeable workshop work and internal or administrative activity, and to set benchmarks for direct vs indirect labour targets.
Time Recorder Report — Single Selection
The Single Selection Time Recorder Report shows all time recorded against Work Orders by a specific employee within a chosen period. The report period is limited to a maximum of 31 days.
Select an Employee to run the report for. For Technician accounts, the Employee field is pre-populated with the logged-in user.
Results show Time Recorder totals rolled up per Work Order, with drill-down capability to view the individual time recorder entries that make up each total.
Use this report to review an individual technician's recorded time in detail — for payroll verification, timesheet review, or labour cost queries.
Time Recorder Report — Multiple Selection
The Multiple Selection Time Recorder Report provides an overview of time recorded across multiple employees within a chosen period.
Select employees using the Select By dropdown — filter by Account, Business Role, Section, Department, or Supervisor — then choose specific accounts from the list. Results are rolled up as a total per user rather than per Work Order.
Use this report for a broader overview of workshop labour activity across a team or department.
Time Recorder Document Listing
The Time Recorder Document Listing shows all individual Time Recorder documents within a selected date range. Unlike the Time Recorder Reports, which roll up totals, this listing shows each time recorder entry as its own row.
Filter by Report Start Date and Report End Date. Columns include: Name, Work Order, Asset, Employee, Workshop, Started, Completed, Total Time (min), Rate, and Labour Cost. The listing can be exported to CSV.
Use this report when you need to see individual time recording events — for example, when investigating a specific Work Order's time history or auditing entries for a particular date.
Overtime Report
The Overtime Report shows time recorder entries that have been flagged as overtime — allowing supervisors to review and verify overtime hours claimed by workshop staff.
- Use Pre-Set Times or enter a Start Date and End Date.
- Select Run Report.
Results are grouped by employee and show individual time recorder entries alongside totals. Use this report for payroll verification, overtime budget review, or checking whether specific periods generated unusual overtime claims.
Service Reports
Asset Services Due
The Asset Services Due report identifies all upcoming or overdue preventive maintenance services within a specified threshold range. Use it to get ahead of services before they are automatically generated as Service Requests, or to manually generate requests for a batch of assets at once.
Running the Report
Enter values in one or more Within threshold fields:
| Field | What it finds |
|---|---|
| Within Days | Service Details documents with a Generation Date within today + the entered number of days. |
| Within Primary Meter | Service Details documents with a Generate Primary Meter value within the asset's current Primary Meter + the entered value. |
| Within Secondary Meter | Service Details documents with a Generate Secondary Meter value within the asset's current Secondary Meter + the entered value. |
| Within Fuel | Service Details documents with a Generate Fuel value within the asset's current total fuel consumed + the entered value. |
Optionally filter by specific Assets or Asset Groups using the Filter Asset Selector and the selection dropdown, then select Run Report.
Generating Service Requests
- Select the asset rows (light blue) to include — this also selects all services for that asset. Deselect individual service rows (dark blue) to exclude specific services.
- Select an Auto Set Request Status option for the status the generated requests should be created in.
- Select Create Requests For Selected Assets. A separate Service Request is created for each selected asset, with all its selected services linked.
Cancelling Services
Use this to permanently cancel services that will never be carried out (not just deferred).
- Select the asset rows or individual service rows to cancel.
- Select Cancel Selected Service Details.
Asset Services Remaining Report
The Asset Services Remaining Report displays a summary of servicing history and upcoming services for each asset, giving a picture of where each asset sits in its service lifecycle.
For each asset the report shows: - Service Requests created and completed - Services remaining before replacement - Asset Replacement Date and Final Scheduled Service Date - Weeks since last service, calculated from either the last Request or the last Work Order (configurable via the Calculate Weeks Since Last Service By selector) - Whether a Service Configuration exists, and how many services are configured
Optionally filter by Asset Group, Asset, or all assets. Tick Exclude Assets Not Configured to hide assets with no service configuration.
Use this report to assess service compliance across the fleet and identify assets approaching their replacement point.
Orphan Services Report
The Orphan Services Report displays Service Details documents whose parent Service Configuration has been deleted. These are orphaned records — they remain in the system but are no longer linked to an active configuration and will not generate service requests as expected.
Use this report periodically to identify and clean up orphaned service records. Each result can be opened and cancelled or deleted as appropriate.
PM Service Overview
The PM Service Overview shows a summary of all service configurations for each asset — their current service progress and upcoming services.
Data is grouped into one row per asset with a summary of service progress in the header.
- Select Toggle Service Definition Service Details Visibility to display the related service definitions and their linked service details documents.
- Select Toggle Service Details — Summary View in the row header to show a summary of each service details document for that asset.
- Select Service Details — Detail View to display the full set of service details in a table below the main table.
Service Materials Report
The Service Materials Report shows pending and open Service Requests alongside the materials expected to be required to complete each service. Use it to plan parts ordering in advance of scheduled services.
- Enter an Exp Start date and Exp End date — the Expected Start date range of the Service Requests to include.
- Select Run Report.
Results display Service Requests that fall within the date range, grouped to show the materials and quantities associated with each service. A Legend at the top of the report explains any status indicators shown in the results.
Only Service Requests with materials configured on their linked service definitions will show meaningful results. Services without predefined materials lists will appear but without material detail.
Service Requests — Not Closed
The Service Requests — Not Closed report lists all Service Requests that are not in a Closed or Cancelled status. Use it to monitor the full pipeline of active and pending service work.
Filter results by status using the checkbox list — select one or more of: Pending, Open, Drop Off, In Progress, Pick Up, Work Complete. The default view shows Pending and Open requests.
Columns include: Name, Asset, Service, Status, Date Created, Expected Start, Expected Completion, Assigned, Deferred, Asset Type, Allocation, and Location.
Service Requests Due
The Service Requests Due report shows Open Service Requests that are either coming up within the next two weeks or are already overdue. It is divided into two panels:
Service Requests Due Next 2 Weeks — Open Service Requests with an Expected Start date within the next 14 days.
Service Requests Overdue — Open Service Requests with an Expected Start date that has already passed.
Both panels show the request name, asset, linked service, and creation date.
Use this report as a daily or weekly check on services that need to be actioned soon or have already slipped past their scheduled date.
Service Performance
Workshop Performance Report
The Workshop Performance Report displays a summary of repairs completed per workshop for a chosen date range. Work Orders are included where the Completed Date falls within the selected dates. Work Order types for Parts Management, Accident Data, Training, and Hire are excluded.
Use this report to compare output across workshops and review repair throughput over time.
PM Service Report
The PM Service Report displays completed Service Requests and categorises each one as completed early, on time, or late — based on a configurable percentage threshold relative to the scheduled service date.
| Category | Definition |
|---|---|
| Completed Early | Completed date is earlier than the scheduled date by more than the configured threshold. |
| Completed On Time | Completed date falls within the configured threshold of the scheduled date. |
| Completed Late | Completed date is later than the scheduled date by more than the configured threshold. |
Service Requests are included where the Date Initiated falls within the selected date range, the service has been completed, and a scheduled service date exists.
Downtime Report
The Downtime Report displays downtime and uptime ratios for assets that have Business Hours and Days configured. Downtime is calculated by totalling the downtime recorded on closed Requests within the selected date range.
An asset is marked as Passed if its ratio of downtime to uptime is greater than 98% — meaning it was available and operational for at least 98% of its scheduled business hours.
Only assets with Business Hours and Days configured are included; assets without this configuration do not appear.
Maintenance Tools
Bulk Close / Cancel Requests
The Bulk Close / Cancel tool finds and processes Requests in Open, Pending, Work Completed, or Pick Up status. Use it in place of navigating to individual Request documents when closing or cancelling a batch of Requests.
- Use the filters to narrow the grid by Created Date and/or Request Status.
- Select rows by selecting them. Rows with Work Orders or Time Recorder documents shown in the Related Items column cannot be automatically updated — complete those documents first before selecting the row.
- Select Close/Cancel Selected.
- If any selected Request is a Service Request, a dialogue appears with options for how to handle the linked Service Details Documents:
- Keep Service Details — sets all linked Service Details Documents back to Active.
- Cancel Service Details — sets all linked Service Details Documents to Cancelled.
- Ask For Each — prompts you individually for each Service Details Document.
- Cancel Update — aborts the entire operation.
- Review the confirmation dialogue (which shows a count of eligible and ineligible Requests), then select Confirm to proceed.
Updates run in the background and will continue even if you navigate away from the page. Notifications appear for each update, and updated documents are listed in the Updated Requests table. Errors are flagged in the table.
Rows with Work Orders or Time Recorders in the Related Items column must be completed before they can be batch-closed — they are counted as ineligible and skipped.
Published: May 2026 · Formbird FLEET 4.2.8