UCI World Cycling Centre
Musanze
Regional Satellite – Rwanda 🇷🇼
Welcome
Garage Operations Flow
How the garage ops system works — from customer intake to monthly reporting.
1. Customer Intake
New customers are registered (Customer entity) or arrive via the Guest Registration portal (GuestRecord). This captures identity, contact, team, and purpose of visit.
2. Service Booking
A Service Schedule entry is created — customer, bike details, service type, date/time, assigned technician. Status flows: Scheduled → Confirmed → In Progress → Completed / No Show.
3. Bike Check-In
The bike is identified in the Fleet (Bike entity). When it enters service its status changes to 'In Service'. Other statuses: Active, Released, Inactive.
4. Service Work
A Service Log is created per job: issue reported, action taken, parts used, technician, check-in/check-out times, cost. Status: Pending → In Progress → Completed.
5. Parts & Stock
Parts used are pulled from Stock Items. When quantity drops below min_quantity, a 'Low Stock' Notification is generated automatically.
6. Purchase Request
If a part is missing, a Purchase Request is created. Status: Pending → Approved → Ordered → Received (or Cancelled). Includes approval workflow with approver name and comment.
7. Tool Requests (parallel)
Technicians request tools via ToolRequest. Status: Pending → Approved → Issued → Returned. Overdue tools trigger a notification.
8. Staff Time Tracking
Technicians record clock-in and clock-out times (ClockRecord). Hours worked are calculated per day and feed into the monthly report.
A. Bike Release
Bikes released to athletes/staff/external parties create a BikeRelease record with digital signature. Bike status becomes 'Released'. On return, a BikeReturnRecord is created (condition check); if service is needed a Service Log is created, and the bike status returns to 'Active'.
B. Rental / Loan
Paying customers use Rental Records; non-paying loans use Loan Records. Status: Active → Returned / Overdue. Overdue rentals trigger a notification.
Automated Notifications
Triggers generate Notification records: Service Due, Overdue Rental, Low Stock, Schedule Reminder, Tool Overdue. Each has a priority (Low/Medium/High).
Monthly Reporting
The Monthly Report aggregates fleet status, service logs & costs, stock snapshot, staff hours, and rental/release activity into a printable PDF summary.