Technician & Team Management

Running a successful garage means having the right people in the right roles, with clear visibility into who is doing what. autoGMS gives you a complete set of tools to build your team, assign jobs, track skills, and monitor performance -- all from one place.

Whether you are a garage owner setting up your first team or a manager keeping daily operations running smoothly, this guide walks you through everything you need to know about managing technicians and staff in autoGMS.

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Manage a technician

Open Technicians from the garage profile menu, then select Manage on a row. The same window contains Profile (name, email, specialty and hourly cost), Skills (proficiency and job capacity), and Jobs. Save Profile and Skills separately; switching sections keeps your unsaved inputs. The table shows specialty and active jobs against capacity as separate columns. Use View to show optional columns such as Email.

Overview

The team management features in autoGMS let you:

• Add technicians, service advisors, managers, and admins to your garage
• Define each technician's skills, proficiency levels, and workload capacity
• Track who is busy, who is available, and how many jobs each person has completed
• Assign the right technician to the right job based on their expertise
• Give each team member the exact level of access they need -- nothing more, nothing less
• Monitor technician performance and revenue contribution over time
• Record each technician's labor cost per hour for job profit

If you manage more than one team member, this section of autoGMS will quickly become one of your most-used tools.

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How to Access

There are two main places where you manage your team.

Technicians Page

1. Open your garage dashboard.
2. In the left sidebar, click Technicians (under the People section).
3. You will see a summary of your team along with a full list of technicians.

Team in Workshop Settings

1. Open your garage dashboard.
2. Click Settings at the bottom of the sidebar and select Workshop settings.
3. Find the Team card under People.
4. Here you can manage all team members across every role -- technicians, service advisors, managers, and admins.

Good to know: The Technicians page is focused on day-to-day technician work (skills, jobs, stats). The Team card in Workshop settings is where you handle broader team administration like adding members of any role, setting labor cost, and page access.

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Understanding Team Roles

autoGMS uses a role-based system to control what each person on your team can see and do. Here is a breakdown of every role in the system, from the most access to the least.

The Full Role Hierarchy

Role	Who is this?	What can they do?
Organisation Owner	The person who owns the business	Full control over all garages under their organisation, including billing, subscriptions, and financial reports.
Garage Owner	The owner of a specific garage	Full administrative access to their garage, including financials, reports, team management, and all settings.
Garage Admin	A trusted administrator for the garage	Most of what the Garage Owner can do, except they cannot change certain high-level settings. Great for a co-manager or senior staff member.
Manager	A day-to-day operations manager	Full operational access, staff management, and reporting. Cannot change garage settings.
Service Advisor	Front desk and customer-facing staff	Manages bookings, customers, invoices, and the reception desk. Cannot access financial reports or analytics.
Technician	The people doing the hands-on work	Sees assigned jobs, manages service bays, performs inspections, and uses job-linked information. Cannot open the Bookings, Customers, Inventory, Estimates, or financial pages.
Customer	Your garage's clients	Can view their own bookings and vehicle history through the customer-facing portal.

What Each Role Can and Cannot Do

Technician permissions:

• Can manage service bays and view or update job status
• Can manage bookings and services assigned to them
• Can create and complete pre-inspections
• Can manage inventory items
• Can view customer information
• Cannot access financial data, revenue reports, or analytics dashboards

Service advisor permissions:

• Can manage the reception desk
• Can manage customers and their information
• Can create and manage bookings
• Can create invoices
• Can configure online booking settings
• Cannot access financial reports or analytics
• Cannot manage garage settings

Manager permissions:

• Full operational access to all day-to-day features
• Can manage staff (add and remove technicians and service advisors)
• Can view reports
• Cannot change garage-level settings

Garage Owner and Garage Admin permissions:

• Everything above, plus full team control
• Access to financial reporting and analytics
• Garage settings and configuration
• Technician performance analytics

Good to know: Each role can only see and manage roles below it in the hierarchy. For example, a Manager can add Technicians and Service Advisors, but cannot add another Manager or Admin. A Garage Owner can add all roles up to Garage Admin. See Roles & Access Control for exactly what each role can and cannot do.

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Adding Team Members

Adding a Technician

1. Go to your Technicians page (or Settings > Workshop settings > People > Team).
2. Click the green Add Technician button in the top-right corner.
3. Fill in the form:
   • Email address (required) -- this is how they will log in
   • First name (optional but recommended)
   • Last name (optional but recommended)
4. Click Add Technician.

What you will see

A dialog box appears with two sections. The top section has a field for the email address, and the bottom section has fields for first name and last name. If this is a brand-new technician (not editing an existing one), you will also see a blue information box at the bottom explaining the account creation process.

What happens after you add them

• An invitation email is sent to the technician's email address.
• They will receive instructions to set up their account and create a password.
• Once they log in, they will immediately see their technician dashboard with any assigned jobs.

Good to know: If no technicians have been added yet, autoGMS will automatically open the "Add Technician" dialog when you first visit the Technicians page. This helps you get started right away.

Adding a Service Advisor

1. Go to Settings > Workshop settings > People > Team.
2. Click Add team member.
3. Select the Service Advisor role.
4. Enter their email, first name, and last name.
5. Click to confirm.

The same invitation email process applies -- they will receive a link to set up their account.

Adding a Manager or Garage Admin

1. Go to Settings > Workshop settings > People > Team.
2. Click Add team member.
3. Select the appropriate role (Manager or Garage Admin).
4. Enter their email and details.
5. Click to confirm.

Good to know: The roles available for you to add depend on your own role. You can only create accounts for people with a role equal to or below your own in the hierarchy.

Editing a Team Member

1. Find the team member on the Technicians page. In Workshop settings, click the person in the Team table instead.
2. Click the Edit button next to their name.
3. Update their first name, last name, or email as needed.
4. For technicians, the edit dialog also includes compensation fields:
   • Labor Rate -- The hourly cost rate for this technician
   • Notes -- Any context about the rate (e.g., "Rate effective January 2026")
5. Save changes.

Good to know: Compensation changes made through the edit dialog automatically recalculate the monthly salary based on the hourly rate and expected hours per month (default: 208 hours).

Removing a Team Member

1. Find the team member in the list.
2. Click the Remove button (or the trash icon on mobile).
3. A confirmation dialog will appear asking you to confirm.
4. Click Remove to proceed.

Good to know: Removing a team member does not delete their historical data. Any bookings they worked on, jobs they completed, and performance records are preserved for your records.

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Managing Technician Skills

Skills help you track what each technician is good at and make smarter job assignments. autoGMS lets you define service categories, set proficiency levels, manage workload capacity, and record vehicle type preferences for each technician.

Opening the Skills Editor

1. Go to the Technicians page.
2. Find the technician you want to update.
3. Click the Skills button next to their name (on desktop) or tap Skills on mobile.

What you will see

A dialog with three sections: Workload Capacity at the top, Service Skills in the middle, and Vehicle Preferences at the bottom.

Setting Workload Capacity

At the top of the Skills Editor, you will find the Workload Capacity section:

1. Use the dropdown to set the Maximum Concurrent Jobs (from 1 to 10).
2. This tells autoGMS how many jobs this technician can handle at once.

For example, if a technician is great at quick oil changes, you might set their capacity to 5. For a body repair specialist who works on one car at a time, you might set it to 1 or 2.

Adding Service Skills

Service skills tell autoGMS what types of work a technician can perform and how skilled they are in each area.

Available service categories:

• Maintenance -- oil changes, filter replacements, fluid top-ups
• Repair -- mechanical and electrical repairs
• Inspection -- vehicle inspections and diagnostics
• Modification -- performance upgrades and alterations
• Customization -- aesthetic modifications and custom work
• Detailing -- interior and exterior cleaning and polishing
• Emergency -- breakdown response and urgent repairs
• Other -- anything that does not fit the categories above

Proficiency levels:

• Basic -- Can handle straightforward work in this category with some oversight
• Intermediate -- Experienced and can work independently on most jobs
• Expert -- Highly skilled; go-to person for complex or difficult work

To add a skill:

1. In the Skills section, select a Service Category from the first dropdown.
2. Select a Proficiency Level from the second dropdown.
3. Click the Add button.

Each skill appears as a row showing the category name and a proficiency badge. You can remove a skill by clicking the X button next to it.

What you will see

Skills are displayed with colour-coded badges throughout the system:

• Blue badges for Basic proficiency
• Amber/yellow badges for Intermediate proficiency
• Green badges for Expert proficiency

Setting Vehicle Preferences

At the bottom of the Skills Editor, you can select which vehicle types a technician prefers or specialises in:

• Sedan
• SUV
• Truck
• Sports car
• Van
• Bus
• Motorcycle
• Other

Click on each vehicle type to toggle it on or off. Selected types appear highlighted with a checkmark. If no preferences are set, the technician is considered available for all vehicle types.

Saving Skills

After making your changes, click Save at the bottom of the dialog. A success message will confirm the update, and the technician's profile will refresh to show their updated skills.

Good to know: Skills show up directly on the Technicians page. Each technician's row displays their top skills as small colour-coded badges. Hover over the "+N" badge to see additional skills in a tooltip. You can also expand a technician's row to see their full skills matrix with proficiency dots (one dot for Basic, two for Intermediate, three for Expert).

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The Technicians Dashboard (Admin and Manager View)

When you open the Technicians page as a garage owner, admin, or manager, you get a complete overview of your technical team.

Stats Cards

At the top of the page, four summary cards give you an instant snapshot:

• Total Technicians -- How many technicians are on your team
• Active -- How many are currently working on at least one job
• Available -- How many have no active jobs right now
• Jobs Completed -- The total number of jobs completed by all technicians combined

The Technician Table

Below the stats cards, you will see a searchable table listing all your technicians. Each row shows:

• Name and email -- The technician's full name and email address
• Skills -- Colour-coded text showing their service categories and proficiency levels (up to two visible, with a "+N" tooltip for more)
• Status -- Whether they are currently active (with a count like "2/3 active") or available
• Labor Cost Rate -- The technician's hourly cost in your garage's currency, editable inline (see below)
• Completed Jobs -- Total number of jobs this technician has finished

Inline hourly cost editing:

You can update a technician's labor cost rate directly from the table without opening any dialog:

1. Click the pencil icon next to the hourly cost value.
2. An input field appears. Enter the new hourly rate.
3. Click Save to apply, or Cancel to discard the change.

The system calculates the monthly salary automatically from the hourly rate and expected hours per month.

What you can do from the table:

• Search -- Use the search bar to quickly find a technician by name or email
• View Jobs -- Click the blue Jobs button to see all bookings assigned to a technician
• Edit Skills -- Click the amber Skills button to open the Skills Editor
• Edit Details -- Click the grey Edit button to update their name, email, and compensation details (including labor rate and notes)
• View Analytics -- Click the Analytics button in the toolbar to jump to detailed technician performance analytics

Expanding a Technician Row

Click on any technician's row to expand it and see detailed information:

• Capacity visualisation -- Small coloured blocks showing how many of their job slots are filled (for example, 2 out of 3 filled)
• Vehicle preferences -- Which vehicle types they prefer working on
• Skills matrix -- A full list of their skills with proficiency dots (one dot for Basic, two for Intermediate, three for Expert)

If skills have not been configured yet, you will see a prompt to "Configure Skills" which links directly to the Skills Editor.

Viewing a Technician's Job History

1. Click the Jobs button next to any technician.
2. A dialog opens showing:
   • Summary stats at the top -- active jobs, completed jobs, and total jobs at a glance
   • Active bookings -- currently in-progress jobs with customer name, service type, vehicle, and status badge (highlighted in blue)
   • All bookings -- a scrollable list of every booking ever assigned to this technician, each showing customer name, service, vehicle, date, and status
3. Click on any booking in the list to go directly to that booking's detail page.

Mobile View

On mobile devices, each technician appears as a card instead of a table row. The card shows:

• Technician name, email, and initials
• Active or Available status in the top-right corner
• Two stats in the center: Active Jobs (shown as current/max) and Completed jobs count
• Skill labels (up to three visible, with a "+N" indicator for more)
• Two primary action buttons at the bottom: Skills and View Jobs
• A three-dot menu for Edit and Remove actions

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The Technician Dashboard (Technician's Own View)

When a technician logs into autoGMS, they see a streamlined dashboard focused entirely on their work, whether they are using desktop or mobile browser.

My Assigned Jobs

What you will see: A page titled "My Assigned Jobs" with a wrench icon, showing a list of all bookings currently assigned to you.

Each job in the list shows:

• Vehicle -- make and model (for example, "Toyota Camry")
• Registration -- the vehicle's registration or licence plate number
• Service -- what service is being performed
• Date -- when the booking is scheduled
• Status -- current status (Confirmed, In-Service, and so on)

Click on any job to open the full Job Detail page.

Technician Sidebar Navigation

As a technician, your sidebar is kept simple and focused:

• Jobs -- your bay management view where you see and manage active jobs
• Inventory -- access to parts and inventory management (if enabled for your garage)

Mobile Access (Current Implementation)

Technicians can work from mobile today, but it is important to understand how it works:

• Technicians use the same autoGMS web application and login as desktop users.
• The technician experience is mobile-responsive (cards, touch-friendly actions, and simplified navigation).

Job Detail Page

When you click into a specific job, you get a detailed view with everything you need to do the work.

Job overview section:

• Customer information
• Vehicle details (make, model, year, licence plate)
• Service being performed
• Current job status

Pre-inspection (if enabled for your garage):

• If a pre-inspection is required, a prominent card appears at the top of the page prompting you to begin
• You can start and complete the inspection directly from this view
• Once completed, a summary card shows the inspection results

Attachments:

• Upload photos, documents, or other files related to the job
• View and delete existing attachments
• Useful for documenting vehicle condition, damage, or completed work

Service management:

• View the current service assigned to the booking
• Change the service if needed (for example, if additional work is discovered during inspection)

Vehicle editing:

• Update vehicle information directly from the job detail page
• Helpful when details need correcting after a vehicle arrives at the garage

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Assigning Technicians to Jobs and Bays

When a booking moves into service, it gets assigned to a service bay. At that point, you assign one or more technicians to work on it.

How Technician Assignment Works

1. Open a booking that is in Confirmed or In-Service status.
2. Assign it to an available service bay.
3. Select the technician or technicians who will work on this job.

Technician Roles on a Job

autoGMS supports assigning multiple technicians to a single job, each with a specific role:

• Primary -- The lead technician responsible for the job. Every assignment has one primary technician.
• Secondary -- A supporting technician who assists the primary on more complex jobs.
• Assistant -- A junior or apprentice technician who helps out and learns on the job.

This multi-technician system is especially useful for larger jobs that require teamwork, such as engine overhauls, full-vehicle inspections, or bodywork.

What Happens When a Technician Is Assigned

• The job appears on the technician's personal dashboard under "My Assigned Jobs".
• The technician's status on the Technicians page updates to "Active".
• Their active job count increases (for example, from "1/3 active" to "2/3 active").
• The workload capacity settings help ensure no one gets overloaded.

Good to know: When a booking is assigned to a bay, its status automatically transitions from "Confirmed" to "In-Service". This means the moment you drop a booking into a bay and assign a technician, the work is officially underway.

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Technician Compensation

For garage owners and admins, autoGMS provides tools to track technician compensation and connect it to your financial records.

Setting Labor Cost

1. Go to Settings > Workshop settings > People > Team.
2. Click the technician in the table.
3. Enter their Labor cost (per hour) -- what an hour of their time costs you.
4. Save.

Labor cost is used for job profit, not customer prices. The Labor cost column in the Team table shows each technician's rate. You can also update it from Manage on the Technicians page.

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Technician Performance Analytics

autoGMS includes a dedicated analytics section for tracking technician performance over time.

Accessing Technician Analytics

1. Go to the Technicians page.
2. Click the Analytics button in the toolbar at the top.
3. You will be taken to the Analytics Dashboard with the Technicians tab selected.

What the Analytics Show

The technician analytics section includes three main areas:

Overview metrics:

• Total jobs completed across all technicians
• Total revenue generated by technician work
• Average revenue per technician
• Performance trends over time

Charts and visualisations:

• Visual breakdowns of technician workload distribution
• Comparative performance charts across your team
• Revenue contribution by individual technician

Detailed analysis:

• Individual technician performance breakdowns
• Efficiency scores and job completion rates
• Historical trends to spot improvements or identify issues

Good to know: Technician analytics are only available to roles with financial access -- typically Garage Owner, Garage Admin, and Organisation Owner. Technicians themselves cannot see these reports.

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Tips & Best Practices

Start with skills. Before assigning jobs, take a few minutes to set up each technician's skills profile. This makes it much easier to match the right person to the right job.

Use workload capacity wisely. Setting realistic concurrent job limits prevents technicians from being overloaded. A rushed technician is more likely to make mistakes or miss details.

Review the team regularly. Check the Technicians page at least weekly to see who has been busy, who has capacity, and how job completion numbers are trending.

Take advantage of technician roles. For complex jobs, assign a Primary and a Secondary technician. This improves quality and helps less experienced staff learn from senior team members.

Keep compensation records up to date. When salaries change, update them in autoGMS right away. This keeps your financial reports accurate and helps you understand your true cost per job.

Encourage technicians to use their dashboard. The technician view is designed to be simple and focused. Make sure your team knows they can see their assigned jobs, upload photos, and complete inspections right from their own login.

Use the search feature. On the Technicians page, the search bar filters by both name and email. This is especially helpful when your team grows beyond a handful of people.

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Frequently Asked Questions

How do I know if a technician is available?

On the Technicians page, each technician's row shows their current status. If it says "Available" in a grey badge, they have no active jobs. If it says something like "2/3 active" in a green badge, they are working on 2 jobs out of a maximum of 3. Check the "Available" stat card at the top of the page for a quick count of all free technicians.

Can a technician be assigned to multiple jobs at the same time?

Yes. The "Maximum Concurrent Jobs" setting in their skills profile controls how many jobs they can handle simultaneously (anywhere from 1 to 10). autoGMS tracks their active count so you always know when someone is at capacity.

Can multiple technicians work on the same job?

Yes. When assigning technicians to a booking in a bay, you can add multiple people with different roles -- Primary (the lead), Secondary (support), and Assistant (helper). This is ideal for complex or time-sensitive jobs.

What happens when I remove a technician from the system?

They lose access to their account, but all their historical data is preserved. Job records, completed bookings, and performance data remain intact for your records and reports.

Can a technician see financial information?

No. Technicians can see assigned jobs, manage bays, perform inspections, and use job-linked information. They cannot open the Bookings, Customers, Inventory, Estimates, invoices, revenue reports, financial analytics, or compensation pages.

What is the difference between the Technicians page and the Team card?

The Technicians page is focused on daily operations -- viewing skills, monitoring active jobs, checking stats, and managing workload. The Team card (in Workshop settings) is for administration -- adding or removing team members of any role, setting labor cost, and managing page access across your entire team.

How does a technician log in for the first time?

After you add them, they receive an invitation email with a link to set up their account and create a password. Once that is done, they can log in and immediately see their assigned jobs on the "My Assigned Jobs" page.

Can I change someone's role after adding them?

Yes. Go to Settings > Workshop settings > People > Team, click the person, and choose a new Role in their panel. The roles you can assign depend on your own access, and the new role applies everywhere that user has access.

What if I want a technician to only work on certain types of vehicles?

Use the Vehicle Preferences setting in the Skills Editor. Select the vehicle types they specialise in -- Sedan, SUV, Truck, Sports car, Van, Bus, Motorcycle, or Other. If no preferences are set, they are considered available for all vehicle types.

How is the hourly cost calculated for technicians?

You enter it directly as Labor cost (per hour): click the technician in Workshop settings > People > Team, or use Manage on the Technicians page. To work it out from a salary, divide the monthly salary by the hours worked in a month. For example, 5,000 AED over 208 hours is about 24 AED an hour.

Does autoGMS send any notification to the technician when they are assigned a job?

When a booking is assigned to a bay with a technician, the job appears on the technician's "My Assigned Jobs" dashboard in real time. autoGMS uses real-time updates, so technicians see new assignments without needing to refresh the page.

Do technicians have a separate iOS or Android app?

Not at the moment. Technicians use the main autoGMS web app, which is optimized for mobile browsers. They can optionally add it to their home screen for app-like access, but there is no separate native technician app install.

How many technicians can I add to my garage?

The number of team members you can add depends on your autoGMS subscription plan. Check your plan details under your organisation settings, or contact autoGMS support for information about team size limits.

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Quick Reference

I want to...	Go here	Do this
View all technicians	Sidebar → Technicians	See team roster with stats cards
Add a technician	Add Technician button (top right)	Enter email, first name, last name
Edit technician details	Technician row → Edit button	Update name, email, labor rate, notes
Configure skills	Technician row → Skills button	Open Skills Editor dialog
Add a service skill	Skills Editor → select category + proficiency → Add	Skill appears as colour-coded row
Set concurrent job limit	Skills Editor → Maximum Concurrent Jobs dropdown	Choose 1 to 10
Set vehicle preferences	Skills Editor → Vehicle Preferences section	Toggle vehicle types on/off
Update hourly cost rate	Technician row → pencil icon next to hourly cost	Enter new rate, click Save
View a technician's jobs	Technician row → Jobs button	See active and all bookings in dialog
View technician analytics	Toolbar → Analytics button	Opens Analytics Dashboard → Technicians tab
Expand technician details	Click on any technician row	See capacity visualisation, vehicle prefs, skills matrix
Remove a technician	Technician row → Remove button	Confirm removal (historical data preserved)
Search for a technician	Search bar	Type name or email
Add a service advisor	Settings → Workshop settings → Team → Add team member	Select Service Advisor role, enter details
Set labor cost	Settings → Workshop settings → Team → click the technician	Enter Labor cost (per hour)