The planning board knows when a truck is in the workshop

Truck 12 is booked into Bay 1 on Thursday for its 60,000 km service, six hours of work. If the workshop keeps its own calendar, the planner building Thursday's loads may never hear about it. The truck then either gets a load it cannot take, or it is ready at noon and stands at the workshop door all afternoon because nobody told dispatch.

In Druma the booking sits on the truck itself. Truck 12 shows an amber wrench on the planning board, and a load dropped on it for Thursday morning opens the Confirm assignment sheet with a red "Truck unavailable until …" line. The transport planner can still assign it, and the order logs the override with their name and time. Auto-plan skips the truck for any overlapping load, and load matching ranks it last with a "truck unavailable" warning.

What the transport planner sees

A booked job, one with a start time, holds the truck. A safety-critical defect from the driver's post-trip check can block it earlier: a planner flags the truck for the workshop, or Druma flags it automatically if the company has switched that on (off by default). The job raised from the defect keeps the block.

The wrench appears as soon as a job is booked, even weeks ahead, and its tooltip gives the planned start. It stays amber until the truck goes into the shop, then turns red.

On the Confirm assignment sheet the red "Truck unavailable until …" line gives the last day of the booking. Under it is the job's line: amber "Workshop order scheduled" while the job is only booked, red "Truck is in workshop" once work has started. A job that overruns gets a ring on the wrench, and the sheet keeps the red "Truck is in workshop" line on later loads until someone marks the job done.

The sheet treats the load as occupying the truck from the loading time to the end of the delivery day. A load outside the job's window gets neither line, so a service booked for next month shows the wrench today but puts no warning on today's loads. If Thursday's service has the truck ready at 12:00, a 14:00 loading that day goes through without a warning, and a 09:00 loading gets the red line.

The driver rostered on the truck for those days gets a push, usually within 15 minutes of the booking, and sees "Truck in workshop until …" in My roster.

Booking a job on the workshop board

The workshop board has a row for each bay, technician, mobile mechanic and outside garage. Beside it, Requested jobs holds the jobs waiting for a slot: defects turned into jobs with Request job, services filed from maintenance plans, such as oil every 60,000 km or 365 days, and jobs entered by hand. Each night Druma files a request for every vehicle due, by default within 14 days or 1,500 km.

Request job fills in the job form from the defect. A defect has only one open job: pressing Request job again opens it.

The workshop planner drags a request onto a row at its start hour and resizes the bar by its edges. A long repair can be split over two days, with the truck free in between. A move that clashes with nothing saves at once, with undo. If it runs into a rostered driver, an order already on the truck or another job, Druma lists what it hits and suggests up to three free slots. Only someone with workshop approval rights can keep a clashing slot, and only with a written reason.

At the bay, and what a repair costs

Mechanics work from a phone, or from a shared bay tablet they sign into with a PIN. Their accounts open no office screens.

On Wednesday Truck 7 comes in with a seized brake caliper, and the caliper repair kit is not on the shelf. The technician taps Waiting for parts and enters an expected date. The hours already worked stay logged. The bay and the technician move on to the next truck, and the job waits in the Waiting for parts lane.

Truck 7 stays blocked whatever date the technician entered. The job has no end date, so every load gets a red "Truck unavailable" line with no "until". That lasts until the workshop planner ticks "Vehicle can drive until the parts arrive" or books the rest of the work into a new slot, which frees the truck until then. Booking that slot before the parts are in takes a deliberate Plan anyway, and the job history records it.

Stock is kept per location, down to the mechanic's van. When a part drops below its minimum, one click drafts a purchase order for each preferred supplier. Once the goods are received on the job's purchase order, or marked in by hand, the job moves to Ready to resume and the workshop planners get a push.

A PO line ordered for the job books the kit onto the job on receipt. If the parts went to the shelf instead, the mechanic picks them onto the job from the phone, without seeing their price. The kit's cost goes on Truck 7, with the technician's logged hours at their rate. Tyres fitted through a job go there too, and so does an outside garage's invoice once it is allocated to the job or the truck.

From a month the company picks, Truck P&L uses these figures instead of the flat maintenance and tyre budget, showing "actual" for a truck-month with workshop entries and "budget" for one without.