Manage Multiple Locations
BayWise is built for operations that run more than one workshop. Whether you operate two branches in the same city, a regional chain of a dozen workshops, or a franchise network spread across multiple countries, a single BayWise organisation account connects all of them.
Each location is a fully independent operational unit. It has its own bay list, technician roster, job board, calendar, operating hours, and settings. Jobs booked at one location do not appear on the job board at another. Technicians are assigned to specific locations. Analytics are calculated per location.
What ties everything together is the organisation layer. Org-level owners and managers can see across all locations, switch between them, and — through template controls — push shared configuration to multiple locations in a single action.
Who can manage locations: Org Admin, Account Owner.
Add a new location
Go to Settings → Organisation → Locations
From the main navigation, go to Settings. Under the Organisation section, select Locations.
You will see a list of all current locations in your organisation. If this is your first additional location, only your primary workshop will be listed.
Click Add Location
Click the + Add Location button.
The Add Location panel opens.
Enter the location details
Fill in the following fields:
- Location Name — The name your team will use to identify this workshop. Use a name that is clear and unambiguous across your organisation. Examples: “Cape Town Waterfront”, “Nairobi Westlands”, “Melbourne Fitzroy”. Avoid generic names like “Branch 2” or “New Workshop” — these create confusion in reports and the location switcher.
- Address — Full street address, including city, country, and postal code. This is used for display purposes and for any customer-facing communication that references the workshop location.
- Timezone — Select the timezone the workshop operates in. This is critical: all job scheduling, operating hours, and analytics calculations are evaluated in the location’s local timezone. A workshop in Lagos running on UTC+1 and one in Kuala Lumpur running on UTC+8 will each show the correct local times for their location if their timezones are set correctly.
Save
Click Save. The new location is created and appears in your Locations list.
Configure a new location
A newly created location starts with no bays, no technicians, and default settings for everything else. Before it can be used operationally, it needs to be configured. Work through the following in order:
1. Set operating hours. Go to the new location’s settings and configure the days and hours the workshop is open. BayWise uses operating hours to determine available scheduling windows and to calculate bay utilisation correctly. See Configure Operating Hours.
2. Add bays. Create bay records for every active service bay at the location. Bay names should match how your team refers to them on the workshop floor — “Bay 1”, “Tire Bay”, “Paint Booth”, “Spray Bay 2”. See Add and Manage Bays.
3. Build the equipment catalog. Add the specialist equipment installed at this location and link it to the relevant bays. This enables capability-aware AI scheduling. See Build Your Equipment Catalog.
4. Set up the service catalog. Add the services this location offers with accurate duration estimates and skill requirements. If your organisation has a standard service list, you may be able to apply this via a template rather than building from scratch. See Build Your Service Catalog.
5. Invite the team. Send invitations to the workshop manager, service advisors, and technicians who will work at this location. When inviting, assign each person to this location. See Invite Team Members.
6. Add technician profiles. Once the team has accepted their invitations, configure each technician’s skill profile and availability. See Assign Skills to a Technician.
Switch between locations
If you have access to more than one location, the location switcher in the top navigation bar controls which location’s data you are currently viewing.
Open the location switcher
Click the location name displayed at the top of the navigation bar. A dropdown appears listing all locations in your organisation that you have access to.
At the top of the list, you may see the organisation name (for example, “AutoPrime Group”). Selecting the organisation switches you to the org-level view, which provides aggregate access across all locations and access to the Template Control Centre.
Select the target location
Click the location you want to switch to. The entire application context switches immediately — the job board, calendar, analytics, and settings all update to show data for the selected location.
The location switcher is persistent. If you close your browser and return, BayWise will reopen on the location you were last viewing.
Understand who can see what
Access to locations is controlled by roles and location assignments. The rules are straightforward:
| Role | Location visibility |
|---|---|
| Account Owner | All locations, plus the org-level view |
| Org Admin | All locations, plus the org-level view |
| Location Manager | Their assigned locations only |
| Member | Their assigned locations only |
| Read Only | Their assigned locations only (view-only) |
A team member who is assigned to one location cannot see the job board, calendar, or settings of a different location, even if they are in the same organisation. If a manager moves between workshops and needs access to a second location, update their location assignment in Settings → Team.
View a summary of all locations
Org Admins and Account Owners can see a summary of all locations from the Locations panel in org-level settings.
Switch to the organisation view
Use the location switcher to select the organisation name rather than any individual location.
Go to Settings → Organisation → Locations
The Locations panel lists every location with:
- Location name and address
- Active status (active or deactivated)
- Number of bays and technicians configured
- Date the location was added
- The user account of the location’s primary manager
Click any location row to open that location’s detail panel, where you can edit the name, address, or timezone, or deactivate the location.
Deactivate a location
If a workshop closes or is temporarily suspended, deactivate the location rather than deleting it. Deactivation preserves all historical job records, technician data, and analytics for the location. Deletion would permanently remove this data.
Go to the Locations panel
From the org-level view, go to Settings → Organisation → Locations.
Open the location detail panel
Click the row for the location you want to deactivate.
Click Deactivate Location
Scroll to the bottom of the location detail panel and click Deactivate Location.
A confirmation prompt will appear: “Deactivating this location will remove it from the active location list and prevent new jobs from being created. All historical data will be preserved. Continue?”
Confirm
Click Confirm. The location is deactivated immediately.
After deactivation:
- The location no longer appears in the location switcher for any team members.
- No new jobs can be created for this location.
- All historical data — jobs, technician records, analytics — remains accessible from the org-level settings by Org Admins and Account Owners.
- The location can be reactivated at any time by opening the deactivated location in the Locations panel and clicking Reactivate.
Apply shared configuration to multiple locations
For franchise operations and multi-site groups, manually configuring every setting at every location is impractical. BayWise’s template system lets you define configuration at the org level — operating hours, service catalog, AI settings, incentive schemes — and push it to selected locations with a single publish action.
Each location is fully independent by default. Template Controls let you push shared configuration to locations — setting operating hours, standard services, incentive structures, or AI settings once at the org level and distributing them to all branches. See Use Template Controls for the full workflow.
Common questions
Can a technician work across multiple locations? Yes. A technician’s profile can be assigned to more than one location. They will appear on the technician roster and scheduling board at each assigned location. Their clock-in record is location-specific — clocking in at one location does not clock them in at another.
We have two locations in the same city and sometimes share bays during a peak period. How do we handle this? BayWise schedules within a single location at a time. Shared bays between locations are not natively modelled — the cleanest approach is to add the shared bay to both location records and manage actual allocation through your team’s communication. Alternatively, treat the shared bay as belonging to one location only and use that location’s calendar for all work booked on that bay.
Can I rename a location after it has been created? Yes. Go to Settings → Organisation → Locations, open the location detail panel, update the name, and save. The new name applies immediately everywhere it appears — the location switcher, job records, reports, and analytics.
We are expanding to a new country. Are there any timezone considerations? Set the timezone for the new location to its local timezone at the time of creation. All job times, operating hours, and period-based analytics will be calculated in that timezone. If you are running cross-location analytics — comparing the same metrics across workshops in different timezones — the analytics module always displays times in each location’s local timezone. There is no cross-timezone normalisation.
What happens to jobs and data at a deactivated location if we later reactivate it? All data is preserved during deactivation. Reactivating restores the location to full operational status — all previous jobs, technician records, and settings are intact. Jobs that were open at the time of deactivation remain in their last status and can be managed once the location is active again.