Help/Workshop 365/Set up your workshop
Set up your workshop
Everything here is on one page, Settings, under Setup in the Workshop sidebar. Fill it in once and press Save at the top.
Screenshots use a fictional business and figures.
Your workshop
This is what a customer sees on anything you send them: the quote they approve, your booking page and their own booking.
Fill in Name customers know you by, your Phone, WhatsApp number and Address.
Add your Website, and your Google review link if you have one.
Your phone and WhatsApp number are shown on the quote page, so a customer with a question can reach you in one tap.
Job numbers
Set the Prefix, such as TMW, and where to Start numbering at. If you are moving from a paper job book, start after your last number.
The sentence under the boxes reads your next number back to you, for example “Your last job was TMW-0140, so the next one is TMW-0141.”
Numbers already given out never change, and two people opening a job in the same second never get the same number.
The photo rule
Under Closing a job, A job needs at least one photo before it can be closed is ticked to start with. Nobody can move a job to Completed until there is a photo on it. That photo is what you show a customer who comes back months later saying the work was never done.
Untick it if you do quick jobs, such as oil changes, where a photo is not worth the time.
What gets checked
Under What gets checked, type something you check on every car, such as “Brake pads, front”, and press Add.
Add the rest of your list the same way. Remove takes an item off.
On a job card, Use my list puts the whole list on that job. See checks on a job.
Getting them back
A service reminder is set the moment you close a job. Here you say when.
Set Next service due after (months), 6 to start with, and Or after (km), 10,000 to start with. Whichever comes first counts.
Set Put them on the chase list this many days early, 14 to start with. Put 0 if you only want them on the list on the day they are due.
The sentence under the boxes reads it back as a real date: close a job today and that car is next due on this day, and appears on your chase list from that day.
What you say
Workshop writes four messages for you: The quote is ready, The car is ready, Time for a service and Booking confirmed. Each box starts with our suggestion. Change the words to sound like you.
- You can drop in the customer’s name, your workshop’s name, the number plate, the make and model, the job number, the link they tap, the total, and the date and time. The codes to use are listed under the boxes, such as
{customer_name}and{plate}. - Back to ours puts our suggestion back in the box.
Nothing is sent for you. These are the words that appear in WhatsApp when you tap send, and you can still change them before they go.
Give your mechanics a login
In your back office, go to Settings, Team, and invite them by email.
Next to Workshop, choose Read or Write.
- Read: they see the board, the job cards and the photos. Parts, Supplier bills and What jobs made do not appear for them at all, and the costs on a job card are hidden.
- Write: they can also add photos, move jobs along, quote and make invoices, and they see the costs too.
Anybody on your team can then be put on a job from the job card. See who is on it.
Questions
Do I need to set anything else before booking the first car in?
No. You can press Book a car in straight away. Online booking and your list of services are optional, and set up on Services & booking.
Where is Workshop in my back office?
Open it from the ··· menu in the top bar. Star it there and it stays in the bar. Back to SME AI Office at the bottom of the Workshop sidebar takes you back.