Set Up Your Organisation

When you first create a BayWise account, the Onboarding Wizard walks you through the essentials — your organisation name, your first location, and a few initial settings. But the wizard covers the minimum required to get started, not everything needed before you go live with real work.

This guide covers everything beyond the wizard: what to configure, in what order, and what not to overlook.

Organisation settings

After completing the onboarding wizard, the first stop is Settings → Organisation. Here you can:

• Update your organisation name if you made a typo or want to change it from the initial entry.
• Add or edit your address and contact information — this appears on exported documents and is useful when multiple team members need to reference the organisation’s registered details.
• Review the default timezone — if your organisation has a single location, the org timezone should match that location. If you have multiple locations across different timezones, each location should have its own timezone set individually (see Add a Location).

Adding additional locations

If your organisation has more than one workshop site, add each one under Settings → Organisation → Locations. Each location gets its own bay grid, team roster, operating hours, and settings.

See the full guide: Add a Location.

Inviting your team

Your team members need to be invited before they can log in and be assigned to jobs or bays. Go to Settings → Team → Invite. Enter their email address, select their role (Account Owner, Org Admin, Location Manager, Member, or Read Only), and assign them to one or more locations.

See the full guide: Invite Team Members.

Understanding your billing and plan

BayWise plans have limits on the number of bays, technicians, and locations you can configure. Understanding your plan helps you plan capacity and avoid hitting limits at a busy moment.

See: Understand Your Plan.

MSO and multi-location setup

If you operate a franchise group, dealer group, or chain of workshops, BayWise supports centralised configuration through the Config Templates system. You can create standard operating configurations at the org level and publish them to some or all locations, with optional per-location overrides.

See: Manage Multiple Locations and Use Template Controls.

First-week checklist

Use this checklist in your first week after account creation. Complete each step before moving to the next — later steps depend on earlier ones being in place.

1. Set up org information — confirm your organisation name, address, and contact details in Settings → Organisation.
2. Complete first-location setup — add operating hours, break times, and bay buffer time for the location created during onboarding.
3. Add bays — add each physical bay: give it a clear name (e.g. “Bay 4 — Four-Post Lift”) and assign its type and any equipment.
4. Invite your team — invite managers, controllers, and technicians. Assign each to the correct location(s) and confirm their roles.
5. Configure technician availability — set working days and hours for each technician. This drives AI scheduling accuracy.
6. Build your services catalogue — add the services your workshop offers with standard durations. This is what advisors select when creating jobs.
7. Test your first job — create a test job end to end: add the job, assign a bay and technician, step through the job stages, and mark it complete. Confirm the board reflects each state change correctly.
8. Add additional locations — if you have multiple sites, repeat steps 2–7 for each location. Do not go live with a location that has not completed the setup checklist.
9. Configure notifications — decide which email notifications your team should receive (job assignments, daily summaries) and set preferences.
10. Review plan limits — check Settings → Billing & Plans to confirm your plan covers the number of bays, techs, and locations you’ve added. Upgrade proactively if you are near a limit.

What the onboarding wizard does not configure

The onboarding wizard sets up the minimum viable starting point. It does not configure:

• Break times — must be set manually under Settings → Operations → Break Times.
• Bay buffer time — defaults to zero; set a realistic value (15–30 minutes is common) before your first live day.
• Services catalogue — must be built out so advisors can create properly timed jobs.
• Technician skills — if you use skill-based AI scheduling, assign skills to technicians under their profile in the team settings.
• Incentive schemes — if your workshop uses performance-based incentives, set these up under Settings → Incentives.
• AI providers — if you intend to use AI scheduling features, configure your AI provider under Settings → AI.

Common questions

How do I change the organisation name after setup? Go to Settings → Organisation, click on the name field, update it, and save. The new name takes effect immediately across the app and on future exports.

I completed the onboarding wizard but my location has no operating hours. Is that normal? Yes. The wizard may not prompt you for operating hours beyond a basic selection. You should set full operating hours under Settings → Operations → Operating Hours before creating any jobs.

Can I have multiple owners in an organisation? Yes. The Owner role can be assigned to multiple users. Owners have full access to all organisation settings, billing, and location management.

What is the difference between an organisation and a location? The organisation is the top-level entity — your company or group. Locations are the physical workshop sites that belong to that organisation. All locations share the same billing account and team member pool, but each has independent scheduling data.

Do I need to set up billing before I can start using BayWise? The initial plan (including any free trial) is set up when you create your account. You can begin configuring and testing immediately. Billing details are required before the trial ends or before you exceed trial limits.