Creating a Workshop Appointment

Modified on Thu, 1 May at 12:49 PM

This guide outlines the step-by-step process for creating workshop appointments in Navigator. Appointments are crucial for planning technician time, allocating courtesy vehicles, and capturing detailed customer requests ahead of scheduled service or repair work.

Step-by-Step Process

1. Starting a New Appointment:

Press the Appointment button to begin.
A customer search window will appear. You can search by:
- Surname or company name
- First name or initial
- Postcode or house name
- Telephone number
- Registration number
- Other (e.g. mobile or email)
Click Search.
- Double-click to select a customer with correct details.
- Single-click and choose Update Record to amend existing details.
- Click New Customer to create a new record.

2. Populating Customer and Vehicle Details:

For new customers, previously entered search info will auto-fill into the profile.
For businesses, select Business and clear the personal profile.
Enter address using postcode lookup.
Click the Vehicle button to add current vehicle details using the registration number and VRM.
Press Save and Close to proceed.

3. Adding Service Requests:

With the customer and vehicle selected, press the Requests button.
For each request:
- Tick the relevant box (e.g. MOT Required, Service Required).
- Use pre-configured standard jobs or select Job by Description.
- Enter custom requests (e.g. "tyres", "engine light on") as needed.
- Set Time Invoiced to reserve diary time (can be changed later).
- For diagnostics, tick Diagnostic Only and specify diagnosis time.
- For sub-contracts:
  - Select the Sub Contract tab.
  - Enter charge to customer, estimated cost, and supplier.
  - Confirm VAT settings.
Press Add then Confirm for each request.
Repeat as needed. When done, click Exit to proceed.

4. Scheduling the Appointment:

The Workshop Diary will load.
Single-click to review, or double-click a date to schedule.
Adjust time if necessary and allocate a courtesy car if available.
Click Create Appointment.
An appointment number will be displayed.

5. Printing the Job Card:

Tick the Print box before clicking OK.
Job cards can be printed during appointment creation, job acceptance, or in batches from the diary.

Important Tips:

Always verify customer and vehicle details before saving.
Use descriptive but concise request titles.
Allocate accurate times to ensure effective diary scheduling.