Catalog & Presets

BayWise Scheduler is built around the idea that every workshop operation — every service sold, every piece of equipment used, every stage of a repair — should exist in a structured record before work begins. That structure lives in the catalog.

The catalog is made up of four interconnected elements: the service catalog, the equipment catalog, repair steps, and repair presets. Together they give workshops a common operational language. Without them, scheduling becomes guesswork and analytics become meaningless.

Service catalog

The service catalog is the list of services your workshop offers. Each entry represents a distinct service type that an advisor can select when creating a job.

Every service in the catalog carries:

• Name — the customer-facing or internal label, e.g. “Full Service”, “Oil & Filter Change”, “Panel Repair”, “AC Regas”
• Category — one of: Maintenance, Repair, Diagnostic, Body Work, or Finishing
• Default estimated duration — the baseline time allocation the scheduler uses when placing the job on the calendar
• Skill requirement (optional) — if a service demands a specific technician skill, such as “AC Regas” requiring “A/C Service”, the scheduler uses this to filter eligible technicians

When an advisor creates a new job and selects a service from the catalog, the service’s defaults flow in automatically — duration, skill requirement, and category. The advisor can adjust the estimated duration for a specific vehicle if needed, but the starting point is always the catalog entry.

Why the service catalog exists

The service catalog eliminates this fragmentation. When every advisor picks “Full Service” from the same list, every job logged under that name is genuinely comparable. You can track average duration against the estimated default, identify which services routinely overrun, and refine estimates as evidence accumulates. Over time, the catalog becomes a live benchmarking tool.

This is not an administrative formality — it is the foundation that makes every piece of reporting in BayWise Scheduler reliable.

A typical workshop catalog might include entries such as:

Equipment catalog

The equipment catalog is the inventory of physical equipment in your workshop. Each item represents a real piece of equipment — a lift, a diagnostic station, a specialist machine, a paint booth tool — that is linked to one or more bays.

Equipment linking is what allows the AI scheduling assistant to make capability-aware bay suggestions. When a job requires a specific piece of equipment, the scheduler restricts its suggestions to bays that have that equipment associated. Without these associations, the scheduler has no way to enforce capability constraints and will suggest any available bay — leading to incorrect assignments that the controller must manually correct.

For example, a workshop in Riyadh operating a multi-bay facility might configure their equipment catalog as follows:

A tire replacement job will only be suggested for the Tire Bay — the bay with the tire changer linked — not for a general service bay that happens to be free at the right time.

Equipment associations also serve a practical operational purpose independent of AI scheduling: new advisors and trainees can review the bay configuration to understand what each bay is equipped to handle, rather than relying on institutional knowledge passed verbally by senior staff.

AI equipment detection

BayWise includes an AI equipment detection feature that can analyse a photograph of a bay and identify the equipment visible in it. Detection results are presented as suggestions — each identified item can be added to the equipment catalog and linked to that bay. This makes initial setup significantly faster for workshops that have not previously maintained a structured equipment inventory.

Detection is a starting point, not a guarantee. Complex or partially obscured equipment may not always be identified reliably. Review detected items before confirming them into the catalog.

Repair steps

Repair steps are the individual work stages within a job. They are more granular than services — a service represents what the customer has booked, while repair steps represent how the workshop will carry out the work.

Each repair step has:

• Name — e.g. “Disassembly”, “Dent Repair”, “Prime & Prep”, “Colour Coat”, “Clear Coat”, “Reassembly”
• Estimated duration — how long this stage is expected to take
• Skill requirement (optional) — if the step requires a technician with a specific skill, such as “Colour Coat” requiring “Spray Painting”
• Completion tag (optional) — marks this step as a sign-off gate; the next step in the sequence cannot begin until this step has been explicitly marked complete and approved

The completion tag is particularly important in multi-stage bodywork and paint repair, where the quality of each stage directly determines the quality of the next. A supervisor can inspect and approve a “Prime & Prep” step before the job progresses to “Colour Coat”. This quality gate is built into the step definition itself — it does not need to be configured manually each time the repair type comes through the workshop.

Repair steps are the building blocks from which presets are assembled. A step defined once — such as “Road Test & QC” — can be used in multiple presets without duplication.

Repair presets

A repair preset is a named template that combines multiple repair steps into a pre-defined sequence. When an advisor creates a job and applies a preset, all steps in that sequence are added to the job automatically, complete with their default durations, skill requirements, and any completion gates.

Presets eliminate the need for an advisor to manually add and configure each step every time a common repair type comes in. For a body shop handling ten collision repairs in a day, this is a material time saving. More importantly, it ensures consistency: every collision repair follows the same documented sequence, with the same quality gates in the same positions, regardless of which advisor took the booking.

Built-in presets

BayWise Scheduler ships with three sample presets that cover the most common structured repair workflows. These are seeded as starting points — use them as-is, adjust the durations and skill requirements to match your workshop’s actual averages, or create entirely new presets for your own repair sequences:

Body Minor — Dent & Paint (4 steps)

Body Major — Collision Repair (10 steps)

Mechanical Major (6 steps)

Custom presets

Workshops can create their own presets for any recurring repair sequence the built-in presets do not cover. Common examples from workshops in practice include a Tire Package (remove, balance, fit, torque check), a Fleet Service (abbreviated service for commercial vehicles with tight turnaround requirements), and a ADAS Calibration sequence for post-windscreen or post-collision recalibration.

Custom presets draw from the same step definitions used by built-in presets, so a step defined once can be reused across as many presets as needed.

How the catalog connects to scheduling

The catalog is not a reference document that sits apart from daily operations — it is live data the scheduler reads every time a job is created or assigned.

When an advisor selects a service, the scheduler reads its estimated duration to place the job on the calendar. When the AI suggests a bay, it reads the service’s equipment requirement and checks it against bay associations. When a technician is being considered for an assignment, the scheduler reads the service’s skill requirement and checks it against the technician’s skill profile. When a preset is applied, every step’s estimated duration contributes to the total job timeline.

The catalog is the source of scheduling truth. Keeping it accurate — with realistic duration estimates, correct skill requirements, and complete equipment associations — is the single highest-leverage setup task for any workshop going live on BayWise Scheduler.