This article explains the key terms and concepts used throughout the Workshop module. Familiarising yourself with these before getting started will make it easier to follow how-to guides and understand how the different parts of the module fit together.
Asset
Any vehicle, plant equipment, or machinery maintained by the workshop team. Assets are the central record in the Workshop module: all jobs, defects, parts usage, and service history are linked to an asset.
Fleet asset
An asset with the category set to Fleet. Fleet assets (buses, cars, trucks, trailers) can be allocated to driving jobs in the Operations module, and their availability is visible to the operations team in real time.
Plant asset
An asset with the category set to Plant. Plant assets (generators, forklifts, machinery) are used only by the workshop and are never allocated to operations jobs.
❕Note: The category of an asset cannot be changed after it has been created.
Asset subcategory
A further classification within Fleet or Plant, for example Bus, Car, Truck, or Trailer within Fleet. Subcategories determine which features apply to the asset, such as tablet integration and pre-departure checks.
Asset group
A configuration item that defines the service plan for a set of assets: the service types (A, B, D Service etc.), the intervals (days and kilometres), and the checklist for each service type. Assets that share the same service schedule are assigned the same asset group.
Tech spec
A custom field added to assets to capture technical information, for example make, wheelchair lift fitted, or air conditioning type. Tech specs can be used to filter assets, restrict vehicle allocation in operations, and display information to drivers on the tablet.
Licence class
A field on an asset indicating the licence class required to drive it. When set, operations can only allocate drivers who hold that licence class or higher to jobs involving that vehicle.
Owner
A record of an entity that owns assets maintained by your workshop. This includes your own organisation as well as any third parties (such as schools or government bodies) whose assets you service. Each owner has a Jobs Require Billing setting. When enabled, tasks completed on that owner's assets are flagged as requiring invoicing and can be used to generate an external work order.
Job
A scheduled block of time for workshop work on a specific asset. A job has a start time, end time, and one or more tasks. Jobs keep workshop and operations in sync: when an asset is in a job, operations can see it is unavailable for driving allocations.
Task
An individual unit of work within a job. A task has a category (Service, Defect, Preventative Maintenance Service, General, Pre-machinery Inspection, Machinery Inspection), a description, a checklist, and can have parts and labour assigned to it. Tasks are also where all costings are recorded: parts used, labour hours, and contractor costs are captured on the task and feed into workshop cost reporting. Multiple tasks can run within the same job.
Future task
A task that has been created but not yet scheduled into a job. Future tasks form the workshop's backlog of outstanding work. Mechanics can view and start future tasks for an asset directly from the Mechanics Kiosk.
Job sheet
A printable summary of a job and its tasks, including the checklist items and parts required. Job sheets are given to mechanics before they begin work.
Daily Schedule / Weekly Schedule
Views in Workshop → Jobs that show all scheduled tasks across the workshop team for a given day or week. Used for planning and allocating work.
Mechanic's Kiosk
A simplified interface for mechanics to manage their work without needing access to the full admin system. From the kiosk, mechanics can view their scheduled jobs, start and complete tasks, record parts used, add labour hours, and start future tasks from the backlog.
Billable task
A task flagged as requiring invoicing. This is typically for work performed on an asset owned by a third party, or to recover the cost of damage repairs that will be passed on to a customer. Once completed, a billable task can be used to generate an external work order report for invoicing.
Fit for service
A Yes or No field on a task, Fit For Service, recorded when the work is done. Yes means the asset is safe to return to service. No marks the vehicle out of service, and the task cannot be completed until it is set to Yes.
Tasks requiring sign-off
Tasks completed by a mechanic via the kiosk that are waiting for a workshop admin or foreman to review and formally sign off. Shown on the Workshop dashboard tile.
Rebook
When a task cannot be fully completed during its scheduled time, it can be closed with an action of Rebook (return for further work) or Rebook - Parts Required (waiting on a part to arrive before continuing). Tasks rebooked with Rebook - Parts Required appear on the Rebooked tasks - Parts Required tile.
Defect
A recorded problem with an asset that may require the attention of the workshop team. Defects can be raised by drivers (via the Driver Kiosk or tablet), mechanics, or workshop admin staff.
Machinery defect
A defect identified during a heavy vehicle inspection. Machinery defects are tracked separately and appear on the Incomplete Machinery Defects dashboard tile until resolved.
Defect lifecycle
A defect has one of two statuses: Defect Created while it is open, and Closed once it is resolved. Acknowledgement is a separate Yes or No: Acknowledge Defect marks a defect as reviewed by workshop admin. A defect closes when the task that fixes it is completed.
Defects can also be closed without fixing if they are duplicates or determined not to require attention.
Out-of-service defect
A defect raised with the Mark vehicle out of service flag set to Yes. This removes the vehicle from operations availability for 2 days, giving the workshop team time to assess it.
Service plan
The schedule that defines when an asset is due for each type of service. The service plan is driven by the asset group assigned to the asset and tracks both date-based and kilometre-based intervals.
Preventative maintenance
Planned servicing or replacement of major asset components (such as batteries, tyres, or turbos) at defined intervals. Preventative maintenance plans are set up per asset using component types and are tracked separately from the regular service schedule.
Component type
A configurable item that defines a major component to be tracked on assets, the interval at which it should be serviced or replaced (days, kilometres, or days-or-kilometres, whichever comes first), and the description used when scheduling the work.
Heavy vehicle inspection (HVI)
A regulatory inspection required for heavy vehicles. Also referred to as a Certificate of Inspection (COI). Upcoming HVIs are tracked on the Workshop dashboard and can be scheduled from the HV Machinery Schedule page along with pre-inspection preparation tasks.
Machinery template
A configurable template that pre-defines the preparation tasks (such as cleaning and pre-inspection checks) to be created automatically when scheduling a heavy vehicle inspection.
Checklist
A list of items mechanics must check off when completing a task or service. Checklists are attached to service tasks automatically when a service is scheduled, and can also be assigned manually to other task types. Checklists can be broken into sub-checklists to group related items together.
Engine
A configuration item that links an asset's engine type to the relevant parts groups for each service type. When a service is scheduled, the engine assigned to the asset determines which parts are automatically added to the task.
Parts group
A named collection of parts and their quantities, used to pre-populate the parts required for a service task. Parts groups are assigned to engines by service type.
Part
An item used to maintain assets. There are three part types:
Stock adjustment
A manual change to a part's stock quantity or price. Used to set the initial stock level when adding new parts, and to correct stock levels after a stocktake.
Purchase order (PO)
A record of parts or services ordered from a supplier. Purchase orders go through an approval process before goods are received. When a PO is linked to a specific task, the Mechanics Kiosk shows the mechanic that parts have been ordered, and later that they have arrived.
Goods received
A record of parts delivered against a purchase order. Goods can be received in full, in multiple batches, or with an invoice total that differs from the original order. Receiving goods updates the part's stock on hand.
Credit note
A record of faulty goods returned to a supplier in exchange for a credit. Entered against the original goods received record.
Purchase transactions
A log of all invoices and credit notes associated with purchase orders. The Purchase Transactions page allows you to export this data to Excel for import into an accounts payable system, with the option to mark records as exported once processed.
Supplier
A business from which you purchase parts or services. Multiple suppliers can be linked to a single part, with one designated as the preferred supplier.
Staff type
The type given to each workshop staff member, which sets the hourly rates used to cost their labour. Each staff type holds Internal Labour Prices (used for cost reporting) and External Labour Prices (used when invoicing third-party owners for work performed). Staff types are configured in Workshop → Configuration → Staff Types.
Roster
A weekly schedule of shifts for the workshop team. Rosters are generated from a roster template and define which mechanics are working each day. Conflicts between shifts and approved leave are surfaced for resolution.
Shift
An individual mechanic's work period within a roster. Shifts can have allowances applied that flow through automatically to timesheets.
Task classification
A user-definable label applied to tasks to indicate the nature of the work, for example Safety Critical or Routine Planned Maintenance. Task classifications are configured in Workshop → Configuration → Task Classifications.
Task subcategory
A further categorisation applied to defect and general tasks, for example Bodywork, Engine, or Electrical. Task subcategories are used in reporting to analyse where work is concentrated across the fleet.