The Shops page helps fleets add and manage the internal shops and external vendors where their vehicles and assets are repaired. Fleets can store each shop's address, type, and contacts. Also, it helps to choose which shops track parts inventory and deactivate shops they no longer use. Shops can also be assigned to groups to control which fleet users can view them.
| Note: Shops are a part of paid Motive Maintenance subscription only. |
Overview
The Shops page helps fleets keep a single list of the locations where repairs happen and control their viewing access.
- Internal and vendor shops: Classify in-house repair shops as Internal and external repair shops as Vendor to ensure work orders are assigned to the right location.
- Inventory locations: Internal shops automatically track parts inventory, including stock levels, reservations, and adjustments. The vendor shops don't track inventory.
- Shop contacts: Add the people responsible for each shop. For internal shops, assign fleet users; for vendor shops, provide a contact name and email address.
- Shop status: Deactivate shops that are no longer in use to prevent them from being selected for new work orders.
- Group-based access: Assign shops to groups to control which fleet users can view them.
- Search and filters: Find shops by name, type, status, or group.
Managing Shops in Fleet Dashboard
Viewing Shops
1. Log in to the Fleet Dashboard > click Admin > Products > Maintenance > Shops.
2. The Shops tab displays all the previously added shops with their Shop / Address, Contacts, Type, Status, and Groups.
3. Fleets can use the Search by name bar or the Type, Status, and Groups dropdown filters to navigate to the required shop.
Adding a Shop
1. In the Shops tab, click Create shop.
2. In the Shop details section, add Shop name, Country, Address, City, State, and ZIP / Postal Code.
3. Select the shop Type: Internal or Vendor.
| Note: Internal shops track parts inventory and appear as inventory locations. External vendor shops can be assigned to work orders but don't track inventory. The shop type can't be changed after the shop is created. |
4. In the Contacts section, add the shop's contacts. For an internal shop, click Select > Select fleet users > Save.
5. For a Vendor shop, click Add contact > add the contact's Name and Email.
6. In the Groups section, click Select > search for the required Group > click Save.
| Note: Only fleet users with access to these groups can see the shop, its inventory, and its work orders. Don't select Groups to make the shop visible to all fleet users. |
6. Once done, verify the added details > click Save.
Editing a Shop
1.In the Shops tab, click the three dots on the required shop > Edit Shop.
2. Update the Shop details, Contacts, or Groups > click Save.
Deactivating a Shop
1.In the Shops tab, click the three dots on the required shop > Deactivate.
2. In the Deactivate pop-up, click Deactivate. The shop is no longer available for work orders and can't be reactivated.
3. To view deactivated shops, select Deactivated in the Status filter.
FAQs
What is the difference between an internal shop and a vendor shop?
Internal shops are your own in-house shops. They track parts inventory, so stock is checked, reserved, and deducted when parts are added to their work orders. Vendor shops are outside repair shops. Work orders can be assigned to them and shared with the vendor, but they don't track inventory.
Can I change a shop's type after it's created?
No, the Type field is locked when you edit a shop. To use a different type, create a new shop with the correct type, and deactivate the old one if you no longer need it.
Who can I add as a shop contact?
For an internal shop, select fleet users from your company. For a vendor shop, enter each contact's name and email, and click Add contact to add more than one.
What does assigning a shop to groups do?
Groups control which fleet users can see a shop. Fleet users see the shops in their groups and the shops with no groups, on the Shops page, in the Shop field on work orders, and on the Inventory page. Fleet users with access to a parent group also see shops assigned to its subgroups. Shops with no groups, including all existing shops, stay visible to everyone, and vendor shops follow the same rules. Groups don't change what users can do with a shop; that still depends on their role permissions. Because shops with no groups are visible to every group, the Groups filter on the Shops page also lists them.
How do shop groups affect work orders and inventory?
Fleet users see a work order when they have access to its vehicle or asset, or to its shop. A vehicle can be sent to a shop in a different group, and both teams can see the work order. Inventory follows the shop only, so seeing a work order doesn't give access to its shop's inventory. To move parts between shops in different groups, reduce the quantity at the shop sending the parts and add it at the shop receiving them; each team does its own side.
What happens when I change a shop's groups?
The change applies right away. Fleet users who lose access no longer see the shop or its inventory, but they can still open its work orders if they have access to the vehicle or asset. No records are deleted, groups are changed one shop at a time, from the shop's create or edit page.
Why can't I find a shop in the Shop field on a work order?
The shop is either deactivated or assigned to groups you don't have access to. Request fleet admin to check the shop's status and groups.
Can I reactivate a deactivated shop?
No, deactivating a shop can't be undone, and a deactivated shop can't be selected on new work orders. If you only want to limit who sees a shop, assign it to groups instead.
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