Fleet managers across local councils know the pain of juggling rosters, requests, and technician availability — often across separate systems or spreadsheets. That’s why the 28th Formbird FLEET Professionals Community Meet-Up focused on unveiling a game-changer: the Unified Workshop Scheduling Calendar.
This new tool transforms maintenance planning into a visual, real-time experience. Built from user feedback (notably from Forbes Shire and Greater Shepparton), the calendar shows everything — leave, rosters, service requests, and work orders — in a single interface. Users can drag and drop to assign jobs, create requests directly on the calendar, and instantly see technician availability.
👨🔧 Key Capabilities Demonstrated:
- Drag-and-drop job scheduling
- Technician leave and roster integration
- Automated conflict detection
- Visual indicators for request status
- Direct creation of service requests via the calendar
Greater Shepparton shared their experience — reporting faster scheduling, fewer errors, and easier handovers. The system has been especially useful for showing leave and maintenance conflicts at-a-glance.
🧠 Community Insights:
Participants explored how the calendar supports workshop hold rules, leave enforcement, and API-driven integrations with systems like SAP S/4HANA. Importantly, the session highlighted how flexible Formbird FLEET is in adapting to real-world workflows without forcing process change.
📊 Reporting & Compliance:
Formbird’s scheduling connects seamlessly to reporting dashboards, helping councils analyse maintenance trends and track issues like component failure. The calendar also ties into Digital Pre-Starts, allowing faults to trigger service requests automatically.
Whether you manage a fleet of sedans or a suite of heavy plant, this feature simplifies your workflow, improves visibility, and aligns scheduling with compliance needs.
⏱️ Replay Index
Use the timestamps below to jump to the parts that matter most:
00:00 – Meet-Up Introductions and Light Banter
06:05 – Welcome to Meet-Up #28: One Calendar to Rule Them All
07:07 – Ian’s News: KeyWatcher Integration + Geotab Growth
09:46 – Introduction to Unified Workshop Scheduling
10:50 – Existing Leave & Roster Setup
14:14 – Making a Technician Account Visible in Calendar
16:12 – Navigating to the Calendar Tool
17:26 – Calendar Overview (Technicians, Requests, Work Orders)
18:50 – Resource & Event Filters
21:03 – Drag-and-Drop Assignment Demo
23:34 – Request & Work Order Relationships
24:39 – Creating Requests from Calendar
25:40 – User Feedback
26:50 – Q&A: ERP Integration (SAP, MS Dynamics (Temp) ), Implementation Readiness
29:35 – Reporting – Analysis Trends / Request Analysis
31:10 – Reporting – Repair Type / Reason / Action – Trends
32:00 – Reporting – Individual Asset – Maintenance Service History
32:50 – Full History of the Asset
33:40 – Digital Pre-Start triggering notify Repair Request
35:00 – Non-Urgent Requests / Duplicates – managed in separate workflow
35:40 – User Feedback / Change Management
36:20 – Works Management Operator View
38:20 – User Feedback
40:10 – Wrap-Up and Next Meet-Up Preview
40:50 – End of Recording
