Job Board Stages

The Leads stage is for customers who have already contacted the workshop but have not yet scheduled a visit and whose vehicle has not arrived at the workshop.

For example, a customer may call, send a message, or submit an enquiry about a vehicle problem, a possible repair, pricing, or workshop availability.

In this case, a Job Card is created to store the customer, vehicle, and enquiry information.

If the customer decides to visit the workshop, an estimated arrival date and time are set and the Job Card is moved to Scheduled.

When a Job Card is created, the customer's information is automatically saved in Wemotics' internal CRM under Customers.

Even if the enquiry does not result in a workshop visit or repair, the customer's contact information remains in the system and can be used for future enquiries and customer management.

Job Cards that remain in Leads for more than one month are automatically archived to keep the active Job Board organized. Archiving a Job Card does not remove the customer from the CRM — their information remains available under Customers.

The Scheduled stage is used for all confirmed future visits when the vehicle has not yet arrived at the workshop.

Job Cards in this stage should have a future vehicle arrival date and time.

A diagnostic appointment should remain in Scheduled until the vehicle actually arrives at the workshop, even if the price of the diagnostic service is already known.

Once the vehicle physically arrives, the Job Card is moved to the stage that reflects what happens next.

Scheduled is also used when the same repair requires the vehicle to return to the workshop at a later date.

For example, the vehicle may have already been inspected or diagnosed, but the parts required for the repair may take several days to arrive. If the vehicle does not need to remain at the workshop, it can be returned to the customer and a new arrival date can be scheduled.

There is no need to create a new Job Card. The existing Job Card is moved back to Scheduled.

All information from the previous visit — including diagnostics, inspections, work, parts, prices, approvals, and comments — remains within the same Job Card.

The Estimates stage is for vehicles that have already physically arrived at the workshop, but the required work and its cost are still being assessed or customer approval is pending.

This is the stage between the vehicle's arrival and final approval of the required work.

If a vehicle is booked for a future diagnostic appointment, its Job Card remains in Scheduled until it arrives.

Once the vehicle arrives at the workshop and the diagnostic process, inspection, or repair assessment begins, the Job Card is moved to Estimates.

Therefore, Estimates is not used for future appointments. A Job Card in this stage means that the vehicle is already at the workshop.

Once the required work has been identified, an estimate can be prepared and sent to the customer for approval.

When the customer approves the work, the Job Card is moved to Approved Work.

If the customer takes the vehicle and needs to return later, for example when ordered parts arrive, a new arrival date is set and the same Job Card is moved back to Scheduled.

The Approved Work stage is for vehicles that are at the workshop and have approved work waiting to be carried out.

A Job Card can be moved to Approved Work when the customer approves an estimate or otherwise authorizes the agreed work.

A vehicle can also remain in this stage while the workshop is waiting for required parts, as long as the vehicle itself remains at the workshop.

This stage allows mechanics to clearly see which vehicles are ready, or sufficiently ready, for work to begin.

When a mechanic actually starts working on the vehicle, the Job Card is moved to In Progress.

If the vehicle is returned to the customer and needs to come back on another day, the Job Card is moved to Scheduled.

The In Progress stage shows vehicles that mechanics are actively working on right now.

When a mechanic begins carrying out the approved work, the Job Card is moved from Approved Work to In Progress.

This stage provides a real-time view of the workshop's active workload and allows the team to see which vehicles are currently being worked on.

Once all required work has been completed, the Job Card is moved to Completed.

The Completed stage shows vehicles for which all required workshop work has been finished.

When a mechanic finishes the work, the Job Card is moved from In Progress to Completed. This removes the vehicle from the active work queue and allows the team to see that the repair has been completed.

Completed work also becomes part of the vehicle's Service History, allowing previous visits and repairs to be reviewed when the vehicle returns in the future.

The main rule of the Job Board is:

The Job Card stage should show where the vehicle is right now and what is currently happening with it.

Therefore, a Job Card does not always need to move through every stage.

When the customer first makes an enquiry

Leads → Scheduled → Estimates → Approved Work → In Progress → Completed

Customer makes an enquiry → a visit is scheduled → the vehicle arrives and the required work is assessed → the customer approves the work → the repair begins → the repair is completed.

When the customer books a visit immediately

Scheduled → Estimates → Approved Work → In Progress → Completed

If the customer books a visit immediately during the initial call, the Job Card does not need to be placed in Leads first.

For diagnostics

While the vehicle has not yet arrived:

Scheduled

Once the vehicle arrives and diagnostics begin:

Scheduled → Estimates

Once the customer approves the work identified during diagnostics:

Estimates → Approved Work → In Progress → Completed

When the vehicle needs to return later

If the vehicle has already been inspected but the customer takes it away and needs to return later, for example when ordered parts arrive:

Estimates / Approved Work → Scheduled → Approved Work → In Progress → Completed

There is no need to create a new Job Card.

The vehicle is not yet at the workshop:

Leads → Scheduled

The vehicle is already at the workshop:

Estimates → Approved Work → In Progress → Completed

This provides a clear real-time overview:

Leads – the customer has made an enquiry, but no visit has been scheduled yet.

Scheduled – the vehicle has an upcoming visit but is not yet at the workshop.

Estimates – the vehicle is at the workshop; diagnostics, inspection, or work assessment is taking place, an estimate is being prepared, or customer approval is pending.

Approved Work – the vehicle is at the workshop, the required work has been approved, and it is waiting to begin.

In Progress – a mechanic is actively working on the vehicle.

Completed – the required workshop work has been finished.

The Job Board should always reflect the vehicle's actual current situation. Keeping Job Cards in the correct stages allows the entire team to see at a glance which vehicles are expected to arrive, which are already at the workshop and being assessed, which are waiting for work to begin, which are currently being repaired, and which have been completed.