How to Use DC Servicing Module: Full Walkthrough & Training

IN THIS ARTICLE

1. Creating Appointments
2. Creating Work Orders
3. Work Order Page Overview
4. Vehicle Check-In
5. Inspections
6. Inspections on Mobile App
7. Adding Jobs and Job Packages
8. Jobs on Mobile
9. Estimates and Invoices
10. Customer Communication
11. Post-Inspection and Ready for Pickup
12. Taking Payments
13. Additional Tabs
14. Reports and Boards

---

Creating Appointments

To schedule a servicing appointment:

1. Go to Servicing in the left menu and select Schedule Appointment.
   
   
   
   
2. Click New Appointment.
3. Search for an existing customer or click the + to add a new one.
4. Enter the appointment details, including date, time, and notes.
   
   
   
   
5. Click Create Appointment.

Appointments scheduled via the optional servicing page on your DealerCenter website will appear automatically in the calendar.

---

Creating Work Orders

Once an appointment is scheduled or a customer arrives, you can create a new work order.

1. Select Servicing from the left menu and click New Work Order.
   
   
   
   
2. Enter a title for the work order (optional).
3. Search for or add a customer manually.
4. Add a vehicle by selecting from customer records or entering the VIN (auto-build available).
5. Set the due date (optional)
6. Click Save to create the work order.
   
   
   
   

---

Work Order Page Overview

The work order page provides a full view of the repair process:

1. Workflow Tracker: Displays stages of the service process and updates automatically.
   
   
   
   
2. Customer Info: Includes quick-action buttons for calling, texting, and emailing.
3. Vehicle Info: Shows VIN, location fields (parking, hat tag)
4. Due Date, Service Advisor and Priority (optional)
   
   
   
   

---

Vehicle Check-In

To check in a vehicle after creating a work order:

1. Go to the Vehicle Info section of the work order.
2. Optionally fill in Vehicle Location, Parking No., and Hat Tag No
3. Enter the Mileage In (required).

The Work Flow tracker automatically updates to show the vehicle in the "Check-in" Status

 

---

Inspections

Inspections are managed from the Inspection tab and include:

• Walk-Around: Initial inspection during intake.
• Technician Inspection: Performed by the technician/mechanic to identify issues and add repair recommendations.
• Post-Inspection: Final quality check.
  
  

1. Select the inspection type
2. Assign Inspector
3. Choose Inspection template or use default
   
   
   
   
4. Complete checklist items and add notes/comments if needed.
5. Use the Repair Recommendations feature in the Technician Inspection to suggest any additional work. Service Advisors will be notified.
   
   
   
   
6.  Update inspection status as Completed.
   
   

The Work Flow tracker automatically updates to show the vehicle in the completed Inspections.

---

Inspections on Mobile App

1. From the mobile app menu access Work Orders from the Homescreen or the Work Order List from the Menu.
2. From Work Order List tap to open a Work Order.
   
   
   
   
3. Scroll to see Inspection section of Work Order, then tap an inspection to start or open it.
   
   
   
   
4. Check off an entire category of inspection items, or tap a category (e.g. "Engine") to check individual items.
   
   
   
   
5. Use the lower-right menu button to add notes, photos, or recommendations.
6. Update the inspection status such as Complete.
   
   
   
   

---

Adding Jobs and Job Packages

To add jobs to a work order, go to the Jobs tab:

1. Select a preset Job Package if available (e.g., Oil Change).
   
   
   
   
   
   
2. Or click Add Job to create a new job manually.
3. Enter a title for the job.
   
   
   
   
   
4. Click Part to add part(s) and enter item name, part number, quantity, cost, vendor, and delivery date if applicable.
   
   
   
   
   
   
5. Click Labor to add labor details like hours and rate.
   
   
   
   
   
   
6. Click Authorize to approve the job.
   
   
   
   
7. Assign a technician. They will receive a notification via mobile app and desktop.
   
   
   
   
8. Technicians can update statuses of individual items within each job like In Progress or Completed, or update the entire job status at once.
   
   
   
   
   
   
9. When all job items are marked complete, the workflow tracker updates with a checkmark.
   
   
   
   

---

Jobs on Mobile

1. From the mobile app menu access Work Orders from the Homescreen or the Work Order List from the Menu.
2. From Work Order List tap to open a Work Order
   
   
   
   
3. Tap on any job to view details.
   
   
   
   
4. Tap to Authorize
5. Tap to Assign to Technician
6. Tap update the job Status.
7. Tap to update update statuses of individual items within each job like In Progress or Complete.
   
   
   
   
8. Use the lower-right menu button on the Work Order Detail page for additional options, like to Add Jobs or Add Notes
   
   
   
   

---

Estimates and Invoices

To generate an estimate or invoice:

1. Click the Print button at the top of the work order page.
2. Select either Estimate or Invoice.
   
   
   
   
3. Review the document with itemized breakdowns of labor, parts, and fees.
   
   
   
   

---

Customer Communication

To email or text customers:

1. Click the phone, SMS, or email icon next to the customer’s name.
   
   
   
   
2. In the compose window, click Attach, then choose Files to include estimates or invoices.
   
   
   
   
   
   
3. Choose a template or write a custom message.
   
   

---

Post-Inspection and Ready for Pickup

Once all jobs are complete, perform the final post-inspection:

1. Go to the Inspection tab and select Post-Inspection.
2. Complete the checklist and update the inspection status to Completed.
3. The work order status will change to Ready for Pickup, and a notification will be sent to the customer.
   
   
   
   

---

Taking Payments

To close out a work order with a payment:

1. Go to the Payments tab and click Take Payment.
   
   
   
   
2. Confirm the payment amount and select the payment method.
   
   
   
   
3. Click Save. The work order status will update to Closed.
   
   
   
   

---

Additional Tabs

Work orders include several tabs for tracking key information:

• Summary: Overview of completed jobs, inspections, and recommendations.
  
  
  
  
• Parts: Tracks parts statuses and vendor info.
  
  
  
  
  • • Click on part item in any row to open into more detail and edit.
      
      
      
      
• Activities: Logs calls, texts, emails, and notes.
  
  
  
  
• Files: Store and access inspection reports, invoices, and photos.
  
  
  
  
• Log: Records a detailed history of all actions and updates.
  
  
  
  

---

Reports and Boards

DealerCenter provides visual tools for tracking servicing operations:

• Work Order Board: Displays all work orders by status.
  
  
  
  
• Technician Board: Shows assigned jobs by technician to help balance workloads.
  
  • • Drag and drop job tiles to easily assign to technicians.
      
      
      
      
• Labor Report: Tracks labor hours and costs for each technician.
  
  
  
  
• Servicing Dashboard: Go to Reports on the menu, then select Dashboard and click Servicing Dashboard. This dashboard offers high-level insights into department performance and urgent items.