The service calendar and booking appointments

The service calendar shows every appointment at a rooftop. Use it to plan the day, book phone and counter customers, and move appointments when plans change. Every booking and every move is checked against your hours, capacity, technicians and bays, the same way as online bookings.

Read the calendar #

Open Service & parts › Service calendar.

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1. Earlier / Today / Later moves by a day (a week in week view). Day, Week, Technicians, Advisors and Bays change the view.
2. Location: the calendar shows one rooftop at a time.
3. Time grid: one row per appointment interval during opening hours. The technician, advisor and bay views add a column per person or bay, plus Unassigned.
4. Appointment card: time, customer, services, unit, technician and status. Select it to open the appointment.
5. New appointment.

Holidays, closures and blackout dates for the days shown appear as a note above the grid. On a phone the calendar becomes a simple agenda list.

Book an appointment #

1. Select New appointment on the calendar (or on the Service dashboard).
2. Customer: search by name, phone or email and pick the customer, or type the details of a new customer.
3. Vehicle / unit: pick one of the customer's units or enter the VIN, year, make, model and type.
4. Services: tick one or more service types. Add the customer's concerns and the arrival option.
5. Date and time: pick a date, then one of the Available times. You can also type a specific time; it is checked against hours and capacity.
6. Optional: set the length, a technician, an advisor and a bay. Leave them on Assign automatically to let MotoDealerHQ pick a free, qualified person.
7. Choose Booked by (in person or phone), add internal notes and select Book appointment.

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1. Customer search.
2. Services, with their usual length.
3. Available times: only times the shop can take.
4. Technician: a person, or automatic.

The customer gets the same confirmation email as an online booking.

Move, reassign or cancel #

• Drag and drop: on the calendar, drag a card to another time, or to another technician, advisor or bay column. The move is checked first; if the new slot does not work, the card stays where it was and a message explains why.
• On the appointment page: use Reschedule or reassign to change the date, time, length, technician, advisor or bay, then Save.
• Each time you save a move or reassignment, the customer gets an email with the updated details.
• Status: change it under Status (for example Confirmed, No show, Waiting or Ready).
• Cancel: enter a reason and select Cancel appointment. The customer is notified.

When the customer arrives, select Check in. See check-in.

Appointment statuses #

Tips #

• Use the technician view in the morning to spot gaps and overloaded technicians.
• The Service dashboard shows today's appointments with a Check in button and counts of waiting customers, active repair orders and jobs waiting for parts or approval.
• Photos, documents and video links a customer sent with an online booking are on the appointment page under Photos and files from the customer.

Permissions #

Limitations #