ChecklistGuro Vehicle Check-in and Intake Process
Streamline your auto repair shop's efficiency with our optimized Vehicle Check-in and Intake Process. Learn how to master the art of customer reception, precise vehicle inspections, and seamless digital documentation to reduce errors, boost technician productivity, and build instant trust with every client.
Start
Start of the Workflow/Process.
1. Retrieve Customer Profile
Fetch existing customer details from the Customer Data Model using the provided License Plate or VIN.
2. Create Vehicle Intake Record
Create a new entry in the Vehicle Intake Data Model to serve as the single source of truth for this session.
3. Physical Inspection Task
Assign a task to a Service Advisor to perform a walk-around inspection of the vehicle.
4. Exterior Damage Checklist
A list of items (scratches, dents, glass cracks) to be verified during the inspection task.
5. Update Vehicle Condition Status
Update the Intake Record with the results, photos, and notes captured during the physical inspection.
6. Get Vehicle Service History
Retrieve all previous repair entries linked to this specific Vehicle ID from the Service History Model.
7. Calculate Estimated Repair Cost
Apply formulas to labor rates and parts costs identified during intake to provide a preliminary estimate.
8. Create Service Estimate
Generate a new entry in the Estimates Data Model linked to the Intake Record.
9. Manager Approval Task
Assign a task to the Workshop Manager to review and approve the high-value repair estimate.
10. Aggregate Total Parts Cost
Sum the costs of all line items identified in the parts list for the current intake.
11. Send Intake Confirmation to Customer
Send an automated email to the customer containing the vehicle arrival time and summary of the intake report.
12. Notify Customer via SMS
Send a text message to the customer notifying them that their vehicle has successfully entered the system.
13. Finalize Intake Status
Update the Vehicle Intake Record status to 'Active/In-Progress' to trigger the workshop workflow.
14. Generate Daily Intake Summary
Create a report at the end of the shift summarizing all vehicles checked in, including total estimated revenue.
End
End of the Workflow/Process.
Start of the Workflow/Process.
Fetch existing customer details from the Customer Data Model using the provided License Plate or VIN.
Create a new entry in the Vehicle Intake Data Model to serve as the single source of truth for this session.
Assign a task to a Service Advisor to perform a walk-around inspection of the vehicle.
A list of items (scratches, dents, glass cracks) to be verified during the inspection task.
Update the Intake Record with the results, photos, and notes captured during the physical inspection.
Retrieve all previous repair entries linked to this specific Vehicle ID from the Service History Model.
Apply formulas to labor rates and parts costs identified during intake to provide a preliminary estimate.
Generate a new entry in the Estimates Data Model linked to the Intake Record.
Assign a task to the Workshop Manager to review and approve the high-value repair estimate.
Sum the costs of all line items identified in the parts list for the current intake.
Send an automated email to the customer containing the vehicle arrival time and summary of the intake report.
Send a text message to the customer notifying them that their vehicle has successfully entered the system.
Update the Vehicle Intake Record status to 'Active/In-Progress' to trigger the workshop workflow.
Create a report at the end of the shift summarizing all vehicles checked in, including total estimated revenue.
End of the Workflow/Process.
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