This guide explains how to create and manage Vehicle Health Check (VHC) jobs.

Use this process to create VHC records, manage workshop activity, update inspection progress, and maintain accurate workshop job information.

A supporting video walkthrough is available alongside this guide.

https://youtu.be/dIZNcIGzIX0

Why This Matters

Managing VHC jobs correctly:

• Keeps workshop activity organised.
• Improves communication between departments.
• Ensures inspections are recorded consistently.
• Supports accurate invoicing and reporting.
• Improves visibility of vehicle work requirements.
• Helps track inspection and authorisation progress.

Before You Start

Make sure:

• The vehicle has been booked into the workshop.
• Customer and vehicle records exist.
• Required VHC templates are configured.
• You have permission to create and manage VHC jobs.

Create a VHC Job

1. Open the VHC job management area.
2. Select the option to create a new VHC job.
3. Select or confirm the correct vehicle record.
4. Link the VHC to the correct workshop job if required.

The system creates a new VHC record for the selected vehicle.

Confirm Vehicle and Customer Information

Review the vehicle and customer details before continuing.

Check:

• Registration number
• Vehicle details
• Customer information
• Workshop job reference

This ensures the VHC is linked to the correct job and customer record.

Assign the VHC Template

Select the required VHC template.

The selected template controls:

• Inspection categories
• Inspection items
• Advisory wording
• Inspection structure

Using templates ensures consistency across workshop inspections.

Complete the Inspection

Work through the inspection categories and update the required items.

This may include:

• Recording advisories
• Updating inspection statuses
• Adding technician notes
• Recording repair recommendations

Update the VHC as the inspection progresses.

Manage Job Statuses

Update the VHC and workshop job statuses where required.

This helps track:

• Inspection progress
• Customer authorisation
• Outstanding work
• Completed repairs

Correct status management improves workshop visibility and reporting.

Add Recommendations and Notes

Add any required:

• Repair recommendations
• Advisory information
• Technician comments
• Internal workshop notes

These details help workshop staff and customers understand the vehicle condition and required work.

Manage Customer Communication

Use the available communication options to send VHC information to the customer if required.

This may include:

• Inspection summaries
• Authorisation requests
• Advisory information
• Repair recommendations

Review all information before sending customer communications.

Save and Update the VHC Job

After completing the required updates:

1. Review the VHC details.
2. Save or update the job.

The VHC record is updated and available for ongoing workshop processing.

Troubleshooting

VHC Job Does Not Appear

Check:

• The workshop job exists.
• The correct vehicle record was selected.
• User permissions allow access to VHC jobs.

Inspection Template Is Missing

Check:

• The template is active.
• Template configuration has been completed.
• The correct template group is selected.

Status Does Not Update

Check:

• The VHC was saved successfully.
• Required fields have been completed.
• User permissions allow status changes.

Customer Communication Cannot Be Sent

Check:

• Customer contact details.
• Communication settings.
• Email configuration.