What is the Diary
The Diary is your central hub for managing workshop operations. From here, you can log bookings, create jobs, manage opening hours, and view your workload across daily, weekly, or monthly views. It’s designed to give you a clear visual overview of your workshop schedule and workload at a glance.
Calendar Overview
At the top of the Diary, you’ll find the current date selection and navigation buttons to move between dates. Below that is your expanded calendar view — this is where you’ll manage your day-to-day activity.
Calendar Panel
The main calendar panel lets you:
Add Bookings
Create Jobs
Add Notes
Simply click any date on the calendar to open a new panel with several options:
New Booking
Opens the booking form. See [Booking Page] for full details.
New Job
Creates a new job entry for the selected day. See [Job Page] for more information.
New Note
Exclusive to the Diary. Opens a window where you can:
Set a start and end date
Choose whether the note is office-only
Enter your message
This is useful for reminders like staff leave or workshop events.
Additional options in this panel include:
Mark as Fully Booked: Locks the selected day to prevent new jobs or bookings. Unlock it to add more later.
Adjust Workload: Manually edit the daily workload (see “Workload” below).
Zoom In: Expands the selected day for a detailed view of job assignments.
Day View
The Day View provides a detailed breakdown of your workshop’s daily schedule.
Here you’ll see:
All employees or mechanics eligible for job assignment
Unassigned bookings and jobs in the far-right column
You can click and drag bookings or jobs to assign them to mechanics directly.
Timeline View
Activate the Timeline View using the button below the Day View toggle.
This shows each job and booking along a time grid, stretched to its estimated finish time.
You can drag to extend or shorten job durations as needed.
Week View
The Week View offers a broader look at your workshop’s upcoming schedule.
You can move bookings and jobs around as needed, similar to the Day View, but focused on weekly management.
Bookings and Jobs on the Diary
Jobs and bookings are colour-coded for easy tracking:
Bookings: Grey
Open Jobs: Blue
Finished Jobs: Green
Jobs on Hold: Orange
Clicking any job or booking opens a window with details and available actions.
Common Actions:
Print details
Put job on hold
Send SMS or email
Apply tags
Assign to mechanics
Adjust booking/job time
Unique Actions:
Bookings: “Start/Prepare” — takes you to the confirmation page
Jobs: “Go to Job” — opens the job record directly
Filters
Use filters to control what you see on the Diary.
For example, you can view only:
Jobs assigned to a specific mechanic
Open jobs only
Filters can be applied or removed anytime.
Show Summary
Enable Show Summary to see an overview of your workload, including:
Daily workload percentage used
Hours assigned per mechanic
Other performance indicators
Set Daily Workload & Opening Hours
Here you can define your daily workload capacity and opening hours.
These settings affect:
The workload summary
Employee login availability (depending on restrictions in Employee Settings)
Create Note
You can also create notes from the toolbar — identical to the note option available when clicking into the Diary.
Need Help?
If you have any further questions about using the Diary, contact us at support@mechanicdesk.com.au.