Scheduling
What Is Scheduling?
The Scheduling module lets you capture appointments before a Repair Order exists. When a customer calls to book a job, you record it as an appointment — with the vehicle, customer, advisor, and the reason for the visit. When they arrive and the work becomes real, one click converts the appointment into a Repair Order and moves all the information across automatically.
Creating an Appointment
Go to Scheduling → Calendar and click + New Appointment. Fill in the date and time, pick the customer, and the vehicle dropdown will automatically show only that customer’s vehicles. If the customer has exactly one vehicle, it is selected for you. Add a service advisor, set the status, and capture what the customer is bringing the car in for.
A sidebar on the booking form shows all upcoming appointments for the next 60 days so you can see availability without leaving the page.
Capturing the Reason for the Visit
On the intake form, you can log what the customer is coming in for. Each item can be:
A Customer Concern
Pick from the Concern Catalog (or type a custom complaint) — the same catalog your technicians use on the Repair Order Tech tab. This is ideal for diagnosis jobs where the exact work is not yet known.
A Labor Preset
Pick a saved labor preset for a known, straightforward job — like an alignment or an oil change booked over the phone. This converts directly into a Labor line on the Repair Order when the appointment is turned into an RO, skipping the diagnosis step.
A Freeform Note
Type anything the catalog does not have. This is captured and treated as a customer concern on the Repair Order.
Appointment Status
Appointments move through these statuses: Scheduled → Confirmed → Completed or Cancelled / No Show. When you create a Repair Order from an appointment, the appointment advances to Confirmed automatically.
Filtering the Calendar
The Calendar page shows your appointments as a filterable list. Filter by date range, status, customer, vehicle, service advisor, or whether an appointment has already become a Repair Order. A search box matches title and notes. The Mine checkbox narrows the list to appointments where you are the assigned advisor.
A scrollable day strip at the top shows a week behind and three weeks ahead. Days when the shop is closed (holidays or weekly off days) are marked in red. Employee off days also appear here so you can spot scheduling conflicts at a glance.
Scheduling Settings
Go to Scheduling → Settings to set your shop’s weekly hours and holidays. Use Scheduling → Employee Off Days to record when individual staff members are out. These appear in the day strip on the calendar so advisors can see who is available when booking.