Getting Started — Account Owners

Create your account

Go to the BayWise Scheduler sign-in page and choose Sign up. Enter your name, email address, and a password.

If you received an invitation link from BayWise, click it directly — it will create your account and link you to the correct organisation automatically.

Complete onboarding

After your first sign-in, BayWise walks you through a short onboarding flow:

1. Create your organisation — This is the top-level entity (your company name, e.g., “Müller Werkstatt GmbH”).
2. Create your first location — A location is a physical workshop (e.g., “Müller Werkstatt — Berlin South”). Most workshops start with one location.

Confirm the active location

After onboarding, check the location name shown in the top bar. If you have more than one location, use the location switcher to confirm you are working in the right one before entering any data.

Configure operating hours

Open Settings (user menu, top right) → Operations tab.

Set:

• Operating hours — which days you are open and what time the workshop opens and closes each day
• Break times — standard breaks (e.g., Lunch 1:00pm–1:30pm) and how BayWise handles scheduling around them
• Bay buffer time — minutes to leave between jobs on the same bay (e.g., 15 minutes for a hand-over and bay clean)

These settings directly affect how jobs are placed on the calendar.

Add your service catalog

Go to Settings → Catalog tab.

Add the services your workshop offers. For each service, set:

• Name (e.g., Engine Oil Change)
• Category (Maintenance, Repair, Body Work, Diagnostic, or Finishing)
• Complexity (Light, Medium, Heavy, or Specialist)
• Default duration

Then add your equipment (e.g., 2-Post Lift, 4-Post Lift, Tire Changer). Mark portable items as mobile.

Add repair presets (for body or mechanical workshops)

If your workshop handles multi-step repairs (e.g., collision repair, full mechanical rebuilds), go to the Repair Steps and Repair Presets sections in the Catalog tab.

BayWise includes three built-in presets to start from:

• Body Minor — Dent & Paint (5 steps)
• Body Major — Collision Repair (10 steps)
• Mechanical Major — Full mechanical job (8 steps)

You can edit these or create your own. See Work With Multi-Step Jobs for a full explanation.

Add your bays

Go to the Bays tab (main navigation).

For each bay, add:

• Bay name or number (e.g., “Bay 1 — Service”, “Bay 3 — Spray Booth”)
• Status (Active or Maintenance)
• Equipment available in that bay

Add your technicians

Go to the Techs tab (main navigation).

For each technician, add:

• Full name (e.g., Priya Nair)
• Skills (e.g., Master Technician, Electrical, Spray Painting)
• Default shift times (e.g., 8:00am–5:00pm)
• Working days

Set efficiency ratings and WIP limits once you have a feel for your team. Defaults work fine to start.

Invite your team

Open Settings → Team tab. Invite your team members by email.

Assign each person their role:

• Location Manager — manages day-to-day operations and settings for their location
• Member — creates and manages jobs, assigns resources, updates statuses
• Read Only — view-only access to the dashboard and reports

See Roles & Access for a full description of each role.

Create your first job

Go to the Dashboard (main navigation). Click + New Job.

Enter:

• Vehicle details (make, model, registration)
• Customer name
• Service required (from your catalog)
• Date and time

BayWise will place the job on the calendar. Assign a bay and technician, and your first job is live.