01What it is
Vehicles is the register of every car the workshop services. Each car has its own card with the registration number, VIN and specifications, assigned to the customer who owns it.
Everything about the car is collected on its card: quotes, jobs, work cards, check-in and handover protocols, inspections with a damage map, parts used, photos and documents, from every workshop location.
- ONE CARD
- One car, one card: registration number, VIN, specifications and owner.
- FULL HISTORY
- Quotes, jobs, work cards and protocols in one view, from every location.
- VEHICLE CONDITION
- Inspections with a damage map and check-in protocols signed by the customer.
02What it is for
Answers without searching
The registration number shows earlier quotes, jobs and protocols, so you can answer the customer straight away.
Calm vehicle handover
The check-in protocol signed by the customer is the reference point at handover.
The customer comes back for service
Periodic service reminders are kept in Service CRM for a specific car.
Several locations, one history
Every history entry has its location, so a car serviced elsewhere does not drop out of the register.
03Main options
The vehicle card has tabs: Overview, History, Vehicle inspections, Parts and materials, Finance (for people with access to costs), Photos and Documents. The four used most often are described below.
Specifications, owner and latest jobs
The first tab of the card: everything you need before starting a quote or a job.
- Vehicle specifications: body, engine, fuel, gearbox, drive and power
- Owner and service: details of the assigned customer, mileage and insurance
- Latest jobs assigned to the car
Everything that happened to the car
One list, newest entries first, whichever location serviced the car.
- Quotes and jobs
- Work cards
- Check-in and handover protocols
- Location and status for every entry
Vehicle condition recorded on a diagram
Inspections of the car with a damage map, the number of damages and the job they belong to.
- A diagram of the car in five views: front, rear, both sides and top
- Damage marked on the diagram, with a description
- The related job for every inspection
What went into this car
Parts and materials from all jobs on the car, with a link to each job.
- Items from the jobs on this car
- Job and location for every item
- Cost visible to people with access to costs
04Tasks step by step
- STEP 1Press Ctrl K anywhere in the app (on a Mac: Cmd K).
- STEP 2Type at least two characters of the registration number, VIN, make or model.
- STEP 3Choose the car from the results to open its card. The full list of cars is in Modules › Workshop › Vehicles.
- STEP 1Open Modules › Workshop › Vehicles and add a new car.
- STEP 2Enter the registration number, make and model. You can fill in the VIN, year, mileage and other specifications now or later.
- STEP 3Choose the customer who owns the car.
- STEP 1Open the vehicle card and go to the History tab.
- STEP 2Review earlier quotes, jobs and protocols, including those from other locations.
- STEP 3Prepare a quote in Modules › Customers › Quotes and select this car in it.
- STEP 1Open the vehicle card and in the Management menu choose Check in the vehicle.
- STEP 2Record the condition of the car, notes and photos.
- STEP 3Ask the customer to sign on screen. The protocol goes to the car’s history.
- STEP 1A booking from the workshop’s website arrives in Modules › Customers › Enquiries as an enquiry with the source “Online booking”: contact details, a description of the car and the preferred date.
- STEP 2At check-in, find the car in the register or add it if it comes in for the first time.
- STEP 3The customer checks the repair status at the link sent by the workshop, confirming access with their email address and registration number.
05Actions
The most common tasks around a vehicle.
Add a car
A new card with the registration number and owner.
Find a car
Ctrl K and the registration number or VIN, from anywhere in the app.
Check-in with a protocol
Vehicle condition, photos and the customer’s signature at check-in.
Vehicle inspection
Damage marked on a diagram of the car.
New quote
A quote for this car and its owner.
New job
The job then goes to the car’s history.
06What it connects to
Choose a module to see how it uses the vehicle card.
Customer list
Every car is assigned to a customer: the vehicle card shows its owner.
Go to the topicCustomer listEnquiries
An online booking creates an enquiry with contact details and a description of the car.
Go to the topicEnquiriesJobs
Every job goes to the car’s history, together with work cards and parts used.
Go to the topicJobsCheck-in and handover
Check-in and handover protocols stay in the car’s history.
Go to the topicCheck-in and handoverService CRM
Periodic service reminders are kept for a specific car.
Go to the topicService CRMTyre hotel
Every set of tyres is assigned to a car, a customer and a place on the rack.
Go to the topicTyre hotelWarranties
Warranties on completed work can be found by the car’s registration number.
Go to the topicWarranties