Checking in a customer

Check-in is the hand-over at the service counter. In one form you record the unit's condition, agree on a promised time, capture the customer's work authorization and open the repair order (RO). The form is built for tablets and phones, so you can do it next to the unit and take walk-around photos with the device camera.

Before you start #

• The customer has an appointment. For a customer without one, open a walk-in repair order instead (see below).
• You need service.ro.create.

Check in an appointment #

1. Find the appointment on the Service dashboard (under Today's appointments) or on the service calendar, and select Check in.
2. Enter the Mileage and, for engines measured in hours, Engine hours. The last known mileage is filled in for you.
3. Set the Fuel level and the Key / tag number.
4. Agree on a Promised date and time, and choose the Transportation (waiting, drop-off, pickup / delivery, mobile service or loaner) with any notes.
5. Choose the Advisor and check the Customer concerns carried over from the booking.
6. Describe Visible damage, for example "Scratch on left tank, cracked mirror".
7. Add Check-in photos: walk-around, damage and gauges. Up to 12 photos (JPEG, PNG or WebP). On a phone or tablet this opens the camera.
8. Under Customer work authorization, have the customer read the text, type their full name, choose how it was given (in person or by phone), tick that they agree and sign on the signature pad. You can also skip this and record it later.
9. Select Check in and open repair order.

(open full size)

1. Mileage / engine hours: saved to the unit's history.
2. Promised time.
3. Visible damage.
4. Check-in photos: private, kept with the RO.
5. Work authorization: typed name, optional signature.

What happens next #

• A repair order opens with the next RO number for the rooftop (with your prefix, if you set one). Its status is Checked in.
• The booked services become labor lines, and the technician reserved for the appointment is assigned.
• The appointment links to the RO and no longer shows a Check in button.
• The RO shows a Customer status code. The customer can enter it at Check repair status on your website to see the status, the unit and the promised time.
• The work authorization is stored exactly as shown, with the typed name, signature, method, time and staff member. It cannot be edited afterward.

Continue with repair orders.

Walk-in customers #

1. Select Walk-in repair order on the Service dashboard or in Service & parts › Repair orders.
2. Find the customer or type a new one, then pick or enter the unit.
3. Fill in mileage, fuel, key tag, promised time, transportation, advisor, concerns and damage.
4. Select Open repair order. Record the work authorization on the RO page under Customer authorizations › Record the work authorization.

Tips #

• Take a photo of the dash with the mileage or hours showing. It settles questions later.
• Record the authorization before work starts. Customers approve extra work through estimates.
• If you forgot something, open the RO and use Edit check-in details.

Permissions #

Limitations #