Completing a Request
This article walks through every field on a request, explaining what it captures and how it fits into the workshop workflow. For an overview of request types and how they relate to work orders, see Requests and Work Orders. For creating and scheduling a request from scratch, see Creating and Scheduling Requests.
Common Fields
These fields appear across all or most request types.
Account Codes
One or more account codes can be applied to a request to record the cost centre or job code the work should be charged against. Account codes flow through to work orders created under the request. See Account Codes.
Reported By
The person submitting the request. Defaults to the logged-in user. Can be changed if the request is being raised on behalf of someone else.
Req. Description
A free-text description of the work to be done or the fault being reported. This is carried through to work orders created under the request so that technicians can see the original scope of work.
Supervisor Notes
Internal notes visible to supervisors and workshop staff. Not shown to operators or drivers. Use this for context that should inform how the job is handled — notes about asset history, special instructions, or follow-up requirements.
Images
Photos can be attached to a request to document a fault or provide reference for technicians. Images can be added at the time of reporting and added to or updated as the job progresses.
Scheduling Fields
These fields appear on Repair/General and Service requests. Internal requests have a simplified version.
Expected Minutes to Complete
An estimated duration for the job, in minutes. Used to support scheduling and capacity planning in the Work Scheduler.
Expected Start
The date and time the work is expected to begin.
Expected Completion
The date and time the work is expected to be finished.
Workshop
The workshop the request is assigned to. Determines which workshop's dashboard the request appears on.
Request Assigned To
The staff member responsible for the request. This is distinct from the work order assignee — the request assignee is typically the supervisor or coordinator managing the job, while individual work orders are assigned to technicians.
Workshop Bay
The specific bay within the workshop where the work will be carried out. Optional — used where workshops track bay allocation.
Disable Asset Booking
A radio button that controls whether the asset's booking availability is affected while the request is active. Options are typically Yes (block the asset from being booked) or No (leave booking unaffected). Appears on Repair/General and Service requests. Not available on Internal requests.
Status and Timeline Fields
These fields track the lifecycle of the request. Most are set automatically when status transitions occur, but can also be edited directly.
Status
The current workflow stage of the request. Common statuses are described in Workshop Workflow Overview. Changes to status update the corresponding date fields below.
Created Date
Set automatically when the request is first saved. Read-only.
Drop Off
The date and time the asset was dropped off at the workshop. Applies to Repair/General and Service requests.
In Progress
The date and time work began on the request.
Work Completed
The date and time all work under the request was completed.
Pick Up
The date and time the asset was collected from the workshop after work was finished. Applies to Repair/General and Service requests.
Closed
The date and time the request was closed.
Cancelled
The date and time the request was cancelled.
Reason for Cancellation
A free-text field explaining why the request was cancelled. Shown when a request is set to Cancelled status.
Deferred
A checkbox that flags that the request is waiting on something — pending parts, an external contractor, or further internal work — without closing it. When ticked, the request moves into a deferred state but remains open. See Deferred Requests.
Reason Deferred
A free-text field explaining why the request has been deferred. Shown when the Deferred checkbox is ticked.
Total Repair Time
A calculated field showing the total labour time recorded across all work orders under the request, in minutes.
Total Down Time
A calculated field showing how long the asset has been out of service for this request, based on the Drop Off and Pick Up dates.
Repair/General Request Fields
These fields appear on Repair/General requests only (both Supervisor and Operator versions, though the Operator version shows a simplified subset).
Asset Detail
The asset the work is being carried out on. Selecting an asset populates the metre reading displays and links all work orders under the request to that asset.
Primary Metre Measure / Current Primary Metre
Read-only displays showing the type and current recorded value of the asset's primary metre (for example, kilometres or hours). Used as context when entering a new metre reading.
Current Secondary Metre
Read-only display of the asset's current secondary metre value, if one is configured.
Enter Primary Metre Reading
A new primary metre reading taken at the time of the request. Recording an accurate reading at drop-off and again when work is complete helps keep the asset's metre history current and supports preventive maintenance scheduling.
Enter Secondary Metre Reading
A new secondary metre reading, if the asset has a secondary metre configured.
Reason for Request
A dropdown categorising the nature of the request. Options are configured by your organisation and typically include categories such as Breakdown, Scheduled Maintenance, or Modification.
Priority
A dropdown indicating the urgency of the work. Options are configured by your organisation — for example, Critical, High, Medium, or Low.
Service Requested
The location or site requesting the work. Typically a dropdown linked to your organisation's location list.
Address
The physical address associated with the service location.
Safety Tags
A panel showing any active safety tags applied to the asset. Safety tags indicate hazards or restrictions that technicians should be aware of before working on the asset. See Safety Tags.
Service Request Fields
Service requests share most fields with Repair/General requests, with the following differences and additions.
Components Included in Service
A list of the asset's components that are included in this service. Populated based on the service definition and the asset's component configuration.
Show Usage Graph
A checkbox that displays a usage graph for the asset when ticked, showing metre history over time. Useful for understanding how the asset has been used since the last service.
Location of Service
The location where the service will be carried out. Equivalent to the Service Requested field on a Repair/General request.
Maintenance Notes
Notes specific to the maintenance work for this service. Separate from the general Req. Description — use this for service-specific instructions or findings recorded during scheduling.
Service Uploads
Attachments specific to the service, such as service sheets or certificates. Separate from the general Images field.
Internal Request Fields
Internal requests do not have an asset field. They are used for workshop tasks not tied to a specific asset — such as training activities or general internal jobs.
Internal requests share the common fields (Account Codes, Reported By, Req. Description, Supervisor Notes, Images), the standard scheduling fields (Expected Minutes, Expected Start, Expected Completion, Workshop, Assigned To), and the status/timeline fields. They do not include asset detail, metre readings, reason for request dropdown, priority, service location, safety tags, or disable asset booking.
Work Order Creation Panel
This panel appears at the bottom of requests and is used to create work orders under the request. It is available on all request types.
Work Order Type
A dropdown listing the work order types available for this request. The options shown depend on the request type — see Which Work Order Types Are Available.
Assignee Filter
A radio button that filters the assignee list. Options are typically Internal (show internal staff only) or External (show external suppliers). Selecting External reveals the external supplier reason field.
Select Assignee
The person or supplier the work order will be assigned to. Technicians are shown for internal work; supplier records are shown for external work.
WO Expected Start
The date and time the work order is expected to begin. Defaults to the request's Expected Start if set.
WO Expected Completion
The date and time the work order is expected to be completed.
Reason Assigned to External Supplier
A free-text field explaining why the work is being assigned externally rather than completed internally. Appears when an external assignee is selected. Required before the work order can be created.
Published: May 2026 · Formbird FLEET 4.2.8