Workspace & Locations

BayWise Scheduler organises your business into two levels: the Organisation and the Location. Understanding this hierarchy is foundational — it shapes how your team is managed, how data is separated between sites, and how enterprise-wide standards get pushed to the workshop floor.

The two-level hierarchy

Organisation

The Organisation is your business entity. It represents a single account, a single billing relationship, and a single team directory. Whether you operate one workshop or thirty, everything lives under one Organisation.

When you sign up for BayWise Scheduler, you create an Organisation. Your subscription, your user roster, and any enterprise-wide configuration templates all belong to this level.

Location

A Location is a physical workshop — a specific address where vehicles arrive, bays are assigned, and technicians clock in. Each Location has its own bay layout, its own job board, its own operating hours, and its own schedule.

Every Location belongs to exactly one Organisation. An Organisation can have as many Locations as your subscription tier permits.

Why the separation exists

Consider Al Futtaim Auto in Dubai. They operate service centres across multiple Emirates — Dubai, Abu Dhabi, Sharjah. Each centre has its own bays, its own technician roster, its own daily schedule, and its own job board. A service advisor in Deira cannot see the schedule at the Al Quoz centre, and should not need to.

At the same time, the business runs as one entity. Billing is consolidated. HR manages staff centrally. Standard operating procedures and incentive schemes should be consistent across every centre without each workshop manager having to configure them from scratch.

The Organisation/Location split solves both requirements simultaneously:

• Operational isolation — each Location runs independently. Advisors and technicians see only the jobs, bays, and schedules at their assigned Location.
• Central governance — the Organisation owner can define configuration templates once and publish them to any or all Locations.

The same model applies whether you are Müller Werkstatt Berlin with two workshops in Mitte and Prenzlauer Berg, or Sharma Motors Mumbai managing a flagship showroom workshop and three express-service satellite bays across the city.

Org-level vs. Location-level data

The table below shows where each category of data lives. This determines who can see it, who can change it, and whether a change at the Organisation level propagates to Locations.

Staff across multiple locations

A user’s account is created once, at the Organisation level. Access to specific Locations — and the role a user holds at each — is then configured separately per Location.

A team member might be rostered at two Locations with the same Member role at both. A controller might hold a Location Manager role at one Location and a Member role at a satellite site. A franchise area manager might have Read Only access to every Location under their cluster.

This means:

• Removing a user from one Location does not affect their access at others.
• A user who is deactivated at the Organisation level loses access everywhere immediately.
• When a user switches Location, the system loads that Location’s bays, jobs, and schedule — their role in that context determines what they can see and do.

Santos Body Works in São Paulo uses this arrangement to give their head of operations a supervisory view across all three sites, while each workshop’s service controller sees only their own floor.

Switching between locations

Users who are assigned to more than one Location see a Location selector in the application. Switching Location is not a logout-and-login — it is a context switch within the same session. The calendar, job board, bay layout, and operating hours all reload to reflect the selected Location.

Users with access to only one Location never see the selector. The Location is resolved automatically on login.

Multi-tenancy and data safety

BayWise Scheduler is a multi-tenant platform. Each Organisation is a fully isolated tenant. No user can ever see data belonging to another Organisation — there is no configuration, permission level, or role that grants cross-Organisation visibility.

Within an Organisation, Location-level isolation is enforced automatically. A service advisor at Müller Werkstatt’s Mitte workshop cannot view or modify jobs from the Prenzlauer Berg workshop, even if they are logged into the same Organisation. There is no filter to forget to apply — the isolation is built into how the system resolves data for every session.

This isolation holds across all data: jobs, bays, technicians, schedules, and catalog entries.

Enterprise and franchise operations

For multi-location businesses, the Organisation level becomes the primary governance surface. Organisation owners and administrators can:

• Create configuration templates — define a standard service catalog, operating hours policy, or incentive scheme once at the Org level.
• Publish to Locations — push a template to selected Locations, where it becomes the active configuration for that Location.
• Allow or restrict local override — depending on your operating model, individual Locations can be permitted to adjust their local configuration within the bounds of the central template, or kept locked to the published standard.

This is how Al Futtaim Auto can roll out a revised labor incentive structure across all UAE service centres in a single operation, rather than updating each Location manually. It is also how Sharma Motors can standardise their service catalog across Mumbai outlets while allowing each branch manager to supplement it with locally relevant services.

The configuration template system is designed specifically for franchise and multi-site operators. For single-location businesses, it is simply never in the way.