This guide walks you through everything you need to set up before your team can start using the Workshop module day-to-day. It covers the configuration items that need to be in place first, followed by setting up your assets, service plans, and parts inventory.
If you're new to Workshop, read Workshop Module Overview and Workshop Terminology & Concepts before working through this guide.
Workshop setup is typically completed during your initial implementation with the Triple D team. If you're returning to this guide to add new configuration or onboard a new depot, focus on the sections relevant to your needs.
The setup steps below are listed in the recommended order. Some items depend on others — for example, engines reference parts groups, so parts groups should be set up first.
These items are set up in Workshop → Configuration and define the foundational rules the module uses.
Labour prices define the standard hourly rates used in cost reporting and invoicing. Two rates are stored for each price: an internal rate (for cost calculations) and an external rate (used when invoicing third-party owners for work performed).
🧠 Learn more: Labour Prices
Owners represent the entities whose assets your workshop maintains. This includes your own organisation as well as any third parties (such as schools or government bodies) whose vehicles you service. Each owner has a Jobs Require Billing flag — when enabled, tasks completed on that owner's assets are flagged for invoicing.
🧠 Learn more: Owners
Tech specs are custom fields that capture technical information about assets — for example, wheelchair lift fitted, air conditioning type, or engine model. Once defined, tech specs can be used to filter assets, restrict vehicle allocation in operations, and display technical information to drivers on the tablet.
🧠 Learn more: Tech Specs
Checklists define the items mechanics need to check off when performing a task or service. When a service is scheduled, the relevant checklist is automatically attached to the task. Checklists can be broken into sub-checklists to group items together.
❕Note: The order sub-checklists appear, and the order items appear within each sub-checklist, is the order they are shown on printed job sheets and in the Mechanics Kiosk.
🧠 Learn more: Checklists
Task subcategories let you categorise defect and general tasks — for example, Bodywork, Engine, or Electrical. Subcategories are used in reporting to analyse where work is concentrated across the fleet, and are used by the Future Tasks dashboard tiles to give you a breakdown of unscheduled work by type.
🧠 Learn more: Task Subcategories
Task classifications are labels you can apply to tasks to indicate the nature of the work — for example, Safety Critical or Routine Planned Maintenance. These are used in reporting and are particularly useful for operators with contractual reporting requirements.
🧠 Learn more: Task Classifications
Service plan configuration defines how and when assets are serviced. These items work together, so set them up in this order.
A parts group is a named collection of parts and their quantities, used to pre-populate the parts required when a service task is created. Define one parts group per service type per engine type — for example, "Service B — Cummins ISL".
🧠 Learn more: Parts Groups
An engine record links an engine type to the relevant parts groups for each service type (A Service, B Service, etc.). When a service is scheduled for an asset, the engine assigned to that asset determines which parts are automatically added to the task.
🧠 Learn more: Engines
An asset group defines the service plan for a set of assets — the service types, the intervals (dates and kilometres), and the checklist for each service type. Assets that share the same service schedule are assigned the same asset group.
❕Note: Service intervals must be multiples of each other. The system uses this relationship to calculate when each service type is due relative to the others.
🧠 Learn more: Asset Groups
Component types define major asset components that need to be tracked for preventative maintenance — for example, batteries, start motors, or turbos. For each component type, you define the service interval (days, kilometres, or days-or-kilometres — whichever comes first).
🧠 Learn more: Component Types
With configuration in place, you can now add your fleet vehicles and plant equipment as assets.
When creating each asset:
After creating the asset, initialise its service plan by recording its current odometer reading and the date of its last service. This allows the system to calculate when the next service is due.
🧠 Learn more: Assets
Add the suppliers you purchase parts and services from. You can associate multiple suppliers with individual parts and designate a preferred supplier for each.
🧠 Learn more: Suppliers
Part categories organise your parts list. Define categories that reflect how your workshop organises parts — for example, Filters, Lubricants, Belts, or Electrical.
🧠 Learn more: Part Categories
Add your parts with the correct type:
When adding new parts, use a Stock Adjustment to set the initial stock on hand quantity and the current unit price.
🧠 Learn more: Parts Overview & Management
Workshop rosters define which mechanics are working each day. Before generating rosters, set up your roster and shift templates in Workshop → Configuration → Roster & Shift Templates. Templates define the standard working week for your workshop team and can include shift allowances that flow through automatically to timesheets.
🧠 Learn more: Workshop Rosters & Shifts
Review the Workshop Settings page (Workshop → Configuration → Workshop Settings) to configure module-level settings including:
🧠 Learn more: Workshop Settings
Once setup is complete, your team can start using Workshop for day-to-day operations. A good starting point is the Workshop Tiles & Dashboard — this explains what each dashboard tile means and how to use them as part of your daily routine.
For ongoing use, refer to the articles in the Workshop section of the knowledge base for step-by-step guides on specific tasks.
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