Mayday Gearbox Tracker

A comprehensive, responsive, and performance-optimized Work Order Tracking Portal built as a WordPress plugin. Designed specifically for industrial repair shops (like Gearbox repair), it provides a complete end-to-end management solution for technicians, administrators, and customers.

🚀 Features

• Single Page Application (SPA) Portal: A lightning-fast, custom frontend built with Vanilla JS that communicates seamlessly with a custom WordPress REST API.
• Two-Tier Lazy Loading Architecture: Optimized performance that loads lightweight job lists instantly and fetches heavy payloads (checklists, notes, and attachments) only on demand, eliminating N+1 query bottlenecks.
• Role-Based Access Control (RBAC):
  • Administrators/Shop Managers: Full control to create work orders, assign stages, write internal/external updates, upload photos/PDFs, configure settings, and access analytics.
  • Geartech (Technicians): Can view their assigned jobs, update their checklists, add notes, and upload attachments. They cannot edit initial WO details or modify external settings.
  • Customers: Secure, restricted view where they can only see work orders explicitly linked to their accounts. They can track progress and view public updates/photos without seeing internal notes.
• Analytics & Reporting Dashboard: Built-in real-time analytics using Chart.js for shop managers. Displays turnaround ETAs, monthly volume, bottlenecks per stage, technician workload, and priority distribution. Includes 1-click CSV Data Exports.
• Dynamic Email & Notification Engine:
  • Configurable notification system with a visual UI to enable/disable automated emails per stage.
  • Custom email templating utilizing dynamic variables (e.g. {wo_id}, {stage_name}).
  • Automated Customer Invitations and Manual Shop Update emails.
• Dynamic Checklists & Progress Tracking: Server-side calculation of repair progress based on customizable multi-stage checklists (Intake, Teardown, Inspection, Parts, Assembly, Paint, Complete).
• Automated Workflow Features:
  • Auto-generated Work Order IDs (WO-YYYY-XXX).
  • Strict customer-linking system preventing data entry errors.
  • Quick archiving of completed jobs.
  • Robust search and stage-filtering for easy navigation.
• Media Management: Integrated lightbox gallery for image attachments and simple PDF viewers for documents directly within the portal.

🛠️ Tech Stack

• Backend: WordPress REST API (PHP), Custom Post Types (gearbox_job), Meta Data Caching.
• Frontend: Vanilla JavaScript, HTML5, CSS3 (No heavy frontend frameworks required).
• Security: WordPress Nonces, Permission Callbacks, and strict user role validation.

📦 Installation

1. Clone or download this repository.
2. Place the mayday-gearbox-tracker folder inside your WordPress plugins directory: wp-content/plugins/.
3. Go to your WordPress Admin dashboard -> Plugins.
4. Activate the Mayday Gearbox Tracker plugin.
5. Create a new page in WordPress and use the shortcode [gearbox_tracker] where you want the portal to appear.
6. Make sure your users have the correct roles (administrator, shop_manager, or gearbox_customer) to access the portal.

⚙️ Configuration & Usage

• Roles: The plugin automatically recognizes the gearbox_customer role. Ensure you assign this role to clients so they can log in and view their linked work orders.
• Portal Access: Navigate to the page where you placed the [gearbox_tracker] shortcode. If not logged in, users will be prompted to do so.
• Creating Jobs: Admins can click "+ New Job" in the portal, fill out the initial details, and the system will automatically assign a sequential Work Order Number.
• Updates & Attachments: Add notes and upload files in real-time. Choose whether an update is "Visible to Customer" or "Internal only".

🛡️ Security Notes

• All API endpoints are protected using permission_callback checks.
• Media uploads check MIME types and limit access based on the WordPress authentication nonce.

📄 License

This project is proprietary and built for Mayday Gearbox Repair. All rights reserved.