Scheduling from your work orderers

Step-by-Step Guide: Scheduling and Managing Work Orders 

Overview

This guide walks you through using the bay scheduler, including scheduling appointments, adjusting service durations, and understanding how service bays are assigned and updated automatically based on the work being performed.

Step 1: Open the Work Order

Begin by opening the work order for the customer. In the scheduler section, you'll see that the system pulls the service time in automatically for you. If the customer does not have a current Work Order, start a new Work Order or Estimate to add time to the scheduler.

Step 2: Schedule the Appointment

Select a date and time for the appointment. For example, schedule the oil change for today at 2 p.m., then save your changes. After saving and refreshing, you will see the appointment in the scheduler; in the example shown, the service is automatically assigned to the general service bay.

Step 3: Adding Additional Services

If you need to perform an additional service, such as a tire rotation, add it to the work order. The system will automatically pull in the Motor labor time.

If you believe the total labor time should be changed (for example, setting the combined duration for oil change and tire rotation to 1.5 hours instead of 1 hour), manually adjust the total time and hit save. After refreshing, the schedule will update, and you may see the appointment move to a different bay (such as the tire bay) and the duration will extend or reduce according to your input.

Step 4: Adding Alignment or Specialized Services

To add a specialized service like an alignment, include it in the work order and then save your changes.

Upon refreshing, you’ll notice two updates:

• The appointment will move to the alignment bay (due to prioritization, alignments always take place in the alignment bay, even if other services are included).
• The duration will adjust to reflect your changes.

Step 5: Review and Customize as Needed

You can view how the scheduler reflects your edits, providing real-time updates on the booked time slots. This makes it easy to ensure appointments are scheduled as needed.

If you require the ability to manually override the automatically assigned bay, this option is available but needs to be enabled. Contact your customer success representative to request this feature.

By following these steps, you can efficiently schedule work orders, adjust service times, and ensure each job is assigned to the correct service bay. The system is designed to be flexible and straightforward, supporting your service scheduling needs.