Workshop Management System
Workshop management for fleets that repair their own trucks
Gonyeti controls the workshop from booking to closed job card: which unit, which mechanic, which parts from which store, when it went in and came out, and when it is due back.
What is a workshop management system?
A workshop management system schedules and records the maintenance and repair work done on vehicles. It replaces paper job cards with digital ones that track the vehicle, the fault, the mechanic, the parts used, labour time and the outcome.
For a transport company, the workshop is where fleet costs are won or lost. Gonyeti connects job cards to the fleet register, the parts stores and the trips that caused the wear, so repair cost lands on the right unit.
The problem
What goes wrong in a fleet workshop without a system
Paper job cards
Job cards get lost, are completed days later, or never record the parts actually used.
Parts leak from stores
Parts leave stores without a job card, so stock shrinks and repair costs are understated.
Services are missed
Without kilometre and date based schedules, preventive services slip until a breakdown forces them.
Repeat repairs go unnoticed
The same fault on the same truck is repaired three times because nobody can see the history.
Downtime is invisible
Operations doesn't know when a horse will be released, so loads are planned around guesses.
Mechanic time untracked
Who worked on what, and for how long, is unknown.
How Gonyeti solves it
Every repair runs through a job card
Work enters the workshop through a booking, an inspection or a breakdown. Gonyeti raises a job card that records the unit, service type, priority, mechanic, odometer, time in and expected time out.
Parts are requisitioned from stores against the job card, mechanics, times and expenses are recorded, and on closing the job card the next service is set. The result is a complete repair history and cost per unit, with stock that reconciles.
- Bookings with estimated release date and time
- Inspections from configurable checklists
- Parts issued from stores to the job card
- Job card images and expenses
- Next service captured on close
Modules
Workshop management modules
Maintenance Management
Service schedules, inspections and repair history for every unit.
Learn moreJob cards
Digital job cards with mechanic, priority, due date, parts, images, expenses and closing comments.
Inspections & checklists
Inspection types and groups with checklist items and recorded results per unit.
Breakdowns
Roadside breakdowns logged against the trip, horse and driver, with location and assignment.
Stores & parts
Stores, bins and racks, purchases, goods received, requisitions and transfers.
Learn moreTyre Management
Track every tyre by serial number, axle position, mileage and retread.
Learn moreCapabilities
Workshop management capabilities
- Workshop bookings
- Book units in with date, time, service type and expected release, so operations can plan around downtime.
- Job cards
- Job card number, title, description, priority, due date, mechanic, station, odometer, time in and out.
- Inspection schedules
- Schedules triggered by kilometres, days or both, with the next due date and next due kilometres calculated. See fleet maintenance.
- Checklists
- Configurable inspection checklists by category, with results stored per inspection.
- Parts and stores
- Stock by store, bin and rack; purchases, goods received and returned; requisitions issued to job cards.
- Breakdowns
- Breakdowns recorded against the trip, horse, trailer and driver, then assigned for repair.
- Service types
- Define service types (e.g. A-service, B-service, brakes, electrical) to standardise work.
- Repair history
- Every job card stays on the unit, so recurring faults and high-cost units are visible.
- Workshop expenses
- Outside work and other costs recorded on the job card alongside parts.
Typical workflow
From fault to released vehicle
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01
Book or report
A scheduled service, failed inspection or breakdown brings the unit in.
-
02
Open job card
The job card records the unit, odometer, fault, priority and mechanic.
-
03
Issue parts
Parts are requisitioned from stores against the job card.
-
04
Complete work
Mechanics, times, expenses and images are recorded; comments explain what was done.
-
05
Close and release
The job card is closed, the next service is set and the unit returns to operations.
Why it matters
Why fleet workshops move off paper
Stock that reconciles
Parts only leave stores against a job card, so shrinkage becomes visible.
Planned instead of reactive
Kilometre and date based schedules bring units in before they fail.
True cost per unit
Parts and outside work accumulate against each horse and trailer.
Better coordination
Operations sees expected release times rather than chasing the workshop.
Related Gonyeti modules
Maintenance Management
Service schedules, inspections and repair history for every unit.
Learn moreTyre Management
Track every tyre by serial number, axle position, mileage and retread.
Learn moreFleet Management
Horses, trailers and vehicles with their fuel, tyres, drivers, documents and costs.
Learn moreReports & Analytics
Trip profitability, fuel, tyre and workshop reports from one dataset.
Learn moreFAQs
Frequently asked questions
Is the workshop module only for in-house workshops?
Can parts be issued without a job card?
How are preventive services scheduled?
Can we record breakdowns from the road?
Does the workshop module handle tyres?
See Gonyeti running on a transport operation like yours.
Book a working session with the Gonyeti team. We will walk through trips, fleet, workshop, fuel and tyres using scenarios from your operation.