Managing Locations and Bays

Summary

Bays represent the physical work spaces in your garage. Each bay appears as a column in the Scheduler calendar, so appointments can be assigned to a specific bay. The Settings → Bays page is now structured as Locations & Bays, with one card per physical location.

Adding or removing bays here is the single place to change your subscription bay count — Torqueflow keeps the Stripe subscription quantity in sync automatically, prompting you to confirm the prorated charge or credit. Only users with the settings.bays.manage capability can access this page (Owner and Manager by default).

Prerequisites

• You are signed in to Torqueflow.
• Your account has the settings.bays.manage capability (Owner or Manager by default).

Permissions

Only users with the settings.bays.manage capability can access the Bay Management page. Advisors and Technicians do not see this option in Settings.

Steps

Viewing your bays

1. Go to Settings in the main navigation.
2. Click Bays.
3. If your organisation has a single location, a card at the top shows the location name and address. These fields are read-only. If your organisation has multiple locations, a location selector appears instead.
4. Below the location details, you see a card titled “Workshop Bays” with a count (for example, “3 bays configured. Drag to reorder.”). Each bay in the list shows:
   • A drag handle (grip icon) on the left for reordering.
   • A number showing the bay’s position in the order.
   • A colour swatch (a circle filled with the bay’s assigned colour).
   • The bay name.
   • The bay type, if one has been set.
   • The default technician, if one has been assigned. Inactive technicians are shown in red with “(Inactive)”.
   • Edit and Delete buttons on the right.

Adding bays (one or several at once)

1. On the location card you want to add bays to, click Add Bays.
2. The dialog opens with a stepper showing how many bays to add. Defaults to 1. The maximum is 20 minus the bays already at this location.
3. As you change the number, a live message updates:
   • Active subscription: “You’ll go from N bays to N+X bays. That’s £{total}/{period} (£{totalIncTax} inc. VAT). A one-time charge of £{prorationIncTax} (inc. VAT) will be billed today for the rest of this {period}.”
   • Trial: “These bays will be included in your subscription when you upgrade from trial.”
   • Grandfathered: “Your bay additions are included in your existing arrangement at no extra charge.”
4. Click Confirm.
5. The Stripe subscription quantity is updated in a single call, the prorated charge is billed once, and the new bays are created with placeholder names (“New Bay 1”, “New Bay 2”, etc.).
6. The dialog closes and the new bays appear at the bottom of the location’s list.

You can edit each bay’s name, type, technician, and colour later — see Editing a bay below.

If your subscription is pending cancellation, the stepper is disabled and a message reads “Cannot add bays while your subscription is pending cancellation. Please reactivate first.”

Editing a bay

1. Find the bay you want to change in the list.
2. Click the pencil icon next to that bay.
3. A dialog opens with the bay’s current values pre-filled. Update the name, bay type, default technician, or colour as needed.
4. Click Save Changes.

Reordering bays

1. Grab the drag handle (grip icon) on the left side of a bay.
2. Drag the bay to its new position in the list.
3. Release. The new order is saved automatically. A “Bay order updated” confirmation appears.
4. The Scheduler reflects the new column order.

Deleting a bay

1. Find the bay you want to remove in the list.
2. Click the bin icon next to that bay.
3. A confirmation dialog appears. It checks how many appointments are linked to this bay:
   • If appointments are linked, a warning shows the count. For example, “3 appointments linked. These appointments will be unlinked from this bay but will not be deleted.”
   • If no appointments are linked, a message confirms this.
4. Click Delete Bay to confirm. The bay is removed.
5. Active subscription: a follow-up prompt asks whether you also want to reduce your subscription quantity:
   • “You now have N-1 bays. Reduce your subscription from N to N-1 bays?”
   • Accept — the Stripe subscription quantity decreases. No prorated refund is issued — you keep the seat for the rest of the current billing period; the next cycle bills at the lower quantity.
   • Decline — the bay is gone but you keep paying for the seat. Useful if you plan to add another bay shortly.
6. Trial / grandfathered: no Stripe interaction. The bay is simply removed.

Linked appointments lose their bay assignment and can be reassigned later.

Expected Outcome

Your bays list reflects the physical layout of your garage. Each bay appears as a column in the Scheduler calendar, letting you assign appointments to specific work spaces. Colours help your team distinguish between bays at a glance. The display order in the list matches the column order in the Scheduler.

Troubleshooting

Problem	Cause	Fix
Bay Management is not visible in Settings	Your account does not have the settings.bays.manage capability.	Ask the account Owner to check your role.
Cannot edit the location name or address	These fields are read-only by design.	Contact Torqueflow support to update your location details.
Deleted bay but appointments disappeared from the Scheduler	Appointments are kept but unlinked from the deleted bay. They may not appear under a bay column until reassigned.	Open each affected appointment and assign it to a different bay.
Bay type dropdown is empty or shows “Loading…”	No bay types have been configured for your organisation.	Ask your Owner or Manager to set up bay types in the organisation settings.
New bay does not appear in the Scheduler	The Scheduler may need to refresh.	Reload the Scheduler page. The new bay should appear as a column.
Drag-and-drop reorder does not work	Another reorder operation may still be in progress.	Wait a moment and try again. If the problem persists, reload the page.

Notes

• Bays map directly to columns in the Scheduler calendar. If you have three bays, the Scheduler shows three columns.
• Deleting a bay does not delete any appointments. Those appointments simply lose their bay assignment and can be reassigned later.
• Choose distinct colours for each bay so they are easy to tell apart on the Scheduler. The preset palette provides common choices. You can also enter a custom hex code if you need a specific colour.
• The bay cap is 20 per location (a UI constraint to keep each location’s list readable). Multi-location garages can exceed 20 bays in total.
• Bay add and delete confirmations only appear for active subscriptions. Trial and grandfathered organisations skip them.
• If you delete a bay and decline the subscription downgrade prompt, the seat is paid for until the end of the current billing period. You can add a new bay during that time without an additional prorated charge if the subscription quantity has not yet decreased.
• If your organisation has multiple locations, the page shows one card per location with its own Add Bays button.