Help/Workshop 365/Job cards and the board
Job cards and the board
Every car that comes in gets a job card. It holds what the customer said, what you found, the photos, the checks, the quote and who worked on it. The board shows every job still in the shop.
Screenshots use a fictional business and figures.
Book a car in
Press Book a car in on Today, the Board or Jobs.
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Type the Number plate. If the car has been in before, a line under the box says so, with the car and the owner, and you do not need to retype them.
Booking a car in. A car that has been in before is recognised from its plate. For a new car, fill in the Make, Model, Customer name and Mobile.
Write down What did they say is wrong? in their words, and the Mileage. Tick Customer is waiting for it if they are sitting in your waiting area.
Press Open the job. The job gets its number and lands on the board under Inspection.
The plate can be typed any way: SLR 8823 K, slr8823k and SLR-8823-K are the same car. The customer is matched on their mobile number first, so a regular is not filed twice because their name was spelled differently.
The job card
Tap a car on the board, or a row on Jobs, to open its job card. The plate, the car and the job number are at the top.
- What is wrong, and what was done: What the customer said, What we found, What we did, Parts replaced and Mileage at this visit. Press Save under them.
- About this car: notes that stay with the car every time it comes in, such as a seized bolt or an owner who wants a call before anything is ordered. Type in Add a note about this car and press Add.
- Customer: Customer record → opens their contact page, which shows their cars and jobs. Its back link brings you straight back to this job.
- History: every step the job has been through, when, and who moved it.
The mileage only ever winds forward. A lower reading typed by mistake does not wind the car’s clock back, so its service reminders stay right.
Move a job along
Under Where it is, tap the step the car has reached: Inspection, Quote sent, Waiting approval, Approved, In progress, Waiting parts, Ready or Completed.
- You can skip steps, and go back. A job with no quote can go straight from Inspection to In progress.
- If somebody else moved the same job a moment before you, you are told, rather than one of you quietly overwriting the other.
- Cancel this job takes it off the board. It stays on the record, and tapping any step puts it back.
Add photos
On the job card, under Photos, pick What is it a photo of?: Mileage, Issue found, Before repair, After repair or Parts.
Tap Add a photo. On a phone this opens the camera.
The photo is shrunk on the phone before it uploads, and the card says so, for example “Shrunk to 340 KB (was 8.7 MB)”. The cross on a photo removes it for good.
Checks on a job
Under What was checked, tap Use my list. Your checklist from Settings is added to this job.
Against each item, type What you found. It saves as you go.
If an item does not fit this car, tap Does not apply and say why. Put it back undoes it.
Who is on it
Under Who is on it, choose from Put somebody on it…. The list is you and everybody on your team. The cross next to a name takes them off the job.
To give a mechanic their own login first, see Set up your workshop.
Close the job
When the car is done, tap Ready. Workshop writes the “car is ready” message and puts it in To send.
When they collect, tap Completed.
If the photo rule is on, a job with no photo cannot be completed, and the message tells you so. Completing a job also sets the car’s next service reminder from today and the mileage on the job. See Due back.
Today, the board and finding a car
- Today shows three lists that need somebody: Waiting on a customer, Ready for collection and New enquiries, then the cars In the shop.
- Board shows every job still in the shop in seven columns, from Inspection to Ready. Completed and cancelled jobs leave the board. It scrolls sideways on a small screen.
- Jobs searches every car that has ever been in by plate. The filters are On the board, Ready, Waiting parts, Finished and Everything. Export CSV downloads the jobs shown.
Questions
Can I delete a job?
No. Use Cancel this job. It stays on the record, so the car’s history is complete, and it can be put back.
The car changed owner. Whose history does it show?
The car keeps its jobs under the plate. On a contact page, a person sees only the jobs filed against them, so a new owner never sees the old owner’s details.
Why can my mechanic not add a photo?
Their seat on Workshop is set to Read. Change it to Write in Settings, Team. A Write seat also sees parts costs.
Next: Quotes and invoices · ← Workshop 365