Plans & Limits

BayWise Scheduler is available on three subscription plans: Free, Pro, and Enterprise. Each tier defines how large a workshop operation you can run within it — how many locations, how many bays, how many technicians — and which features are unlocked. As your operation grows, you move up to a plan that matches it.

This page explains how plan limits work in practice: what happens when you reach one, how BayWise communicates it, and what to do next.

What plan limits govern

Plan limits exist on a few key dimensions:

Workshop scale

• Number of locations your account can manage
• Number of bays per location
• Number of technicians per location

Feature access

• AI scheduling suggestions, AI equipment detection, and AI-assisted features are available on plans that include AI capabilities
• Multi-location management tools and multi-site operations (MSO) template controls are available on higher-tier plans
• Some reporting and analytics features are available from a certain tier upward

The specific numbers and exact feature availability for each tier are shown in the app and on the pricing page — those details are kept current there, not in this documentation.

What happens when you reach a limit

When you attempt to perform an action that would exceed your plan’s limit — such as adding a fourth bay on a plan that allows three — BayWise does not silently block you or show a generic error. It shows a plan gate: a clear, contextual prompt that tells you exactly which limit you have reached and what plan level removes that limit.

The plan gate appears at the point of the action. If you are in the process of adding a bay and you hit the bay limit, the gate appears there, in that workflow, without redirecting you away from what you were doing.

A few important things to understand about how limits work:

You are never locked out of existing data. If your workshop was previously on a higher plan and has downgraded — or if you are on a trial that has expired — you retain full read access to everything already in the system. Jobs, technicians, bays, catalog entries, historical records: all of it remains visible and accessible. You are only prevented from adding new items beyond the active plan’s limits, not from viewing or managing what already exists.

Limits apply at the location level for bay and technician counts. A plan that allows ten technicians means ten technicians per location, not ten across your entire account. If you manage multiple locations, each location operates within the same per-location limits.

AI features are gated by capability, not by count. Unlike bay or technician limits — which are numeric thresholds — AI feature availability is a binary on/off based on whether the active plan includes AI capabilities. There is no partial AI access; either the plan includes it or it does not.

Multi-location and MSO controls

For operations that span multiple workshop locations — dealer groups, franchise networks, service chains — BayWise provides multi-location management tools and MSO (multi-site operations) features such as template controls and centrally administered configuration.

These capabilities are available on plans designed for multi-site operations. On a single-location plan, these controls are not present because they serve a management layer that single-site operators do not need.

If you are a workshop group looking to centralise configuration — for example, publishing a standard service catalog or incentive scheme from head office to all locations — the relevant plan tier is the one that unlocks MSO template controls. The plan gate will direct you there if you attempt to access these features on a plan that does not include them.

Billing and upgrades

Billing is managed entirely from within BayWise Scheduler. Navigate to Settings → Billing & Plans to:

• See your current plan and usage against each limit
• Compare available plan tiers
• Upgrade or change your plan

Upgrades take effect immediately. The moment an upgrade is confirmed, any limits that were previously blocking an action are lifted — you do not need to log out and back in, and you do not need to contact support to activate the new tier.

Downgrades follow the same immediate-effect model. If you move to a lower tier and your current usage exceeds the new plan’s limits, you will not lose existing data — but you will be restricted from adding new items in the affected categories until usage falls within the new limits.

Trials and evaluation

BayWise Scheduler offers a trial period that gives access to a defined set of features and capacity limits for evaluation purposes. The trial is intended to give workshop managers enough room to set up a representative slice of their operation — bays, technicians, a service catalog, and live scheduling — so they can evaluate the product against real workflow before committing to a paid plan.

When a trial ends, the account enters a restricted state. Existing data is retained in full. The plan gate will explain the options for continuing.

Practical guidance: planning your subscription tier

Before selecting a plan, count your real operational requirements rather than your theoretical maximum:

• How many bays does your busiest location actually schedule jobs through? (Not the total number of physical bays in the building, but the bays you would track in BayWise.)
• How many active technicians are on your roster at that location?
• Do you intend to use AI scheduling suggestions or AI equipment detection from day one?
• Are you managing more than one location?

A workshop that is growing should plan slightly ahead. Moving up a plan tier as you hire a new technician or open a second location is straightforward — but it is easier to start on the right tier than to hit a limit mid-day during a busy period and need to make a billing decision under time pressure.