Turbo Inventory's Workshop Module is designed to help you efficiently manage workshop tasks, track labor, and streamline communication between your team and clients. This guide provides a detailed overview of the workshop module's features, including time tracking, job management, additional charges, and more.
1. Accessing the Workshop Module
To start using the Workshop Module, navigate to Apps in Turbo Inventory and select Manage under the Workshop option. This is where you can configure and manage your settings.
2. Basic Workshop Settings
Repair Card Settings:
You can configure settings for printing repair cards, including options to print net amounts or rates.
Turbo Inventory allows for automatic clocking of employees when they are logged into repair cards, helping prevent time tracking errors.
Clocking In/Out:
The system can automatically clock employees out when a job is completed. This is useful for preventing employees from forgetting to log their hours.
Monitor Workshop Activity:
You can set up a monitoring screen in the workshop to show which employees are logged onto which jobs. This screen can refresh periodically, helping you track work progress in real time.
3. Labour Tracking
Labor Product:
When employees clock onto a job, Turbo Inventory tracks the labor under a default labour product, but you can adjust this to suit your needs.
Additional Charges:
Many workshops have additional charges that need to be added to jobs. You can set these charges up once, and they will automatically apply to all jobs when converted into invoices, saving time and reducing manual work.
4. Customizing Staff Rates
You can set up different hourly rates for different mechanics based on their experience level:
Go to Settings > Tools > Staff Users.
Click Edit on the staff member's profile to assign them a specific hourly rate.
5. Managing Jobs in the Workshop
The Workshop Module allows you to easily view all current jobs, their status, and key details, including the service history for each vehicle.
By clicking on a job, you can access detailed information about the task and its progress. You can also view or print the entire service history for the vehicle.
6. Workshop Location Setup
You can set the workshop as the default login location for staff. This ensures that employees are automatically logged into the workshop screen when they begin their shift.
If needed, you can allow employees to search for stock directly from the workshop screen, enabling them to quickly find what they need without leaving the workstation.
7. Managing Clients and Jobs
When a mechanic is on-site, they can access client and job details directly from the workshop interface. If there are any other jobs linked to the same client, these can be reviewed to ensure no work is overlooked.
Vehicle Details: When reviewing a job, you can easily switch between the vehicle’s work history and the specific task at hand.
8. Performing Inspections
Turbo Inventory allows you to perform inspections as part of the repair process. Customizable inspection sheets allow you to evaluate different aspects of a vehicle and log the results.
After completing an inspection, the system generates a report detailing any pass/fail statuses for the vehicle’s condition.
9. Job Diary and Scheduling
The Job Diary feature allows you to view available bays and staff, making scheduling easier.
When a customer requests a service, you can quickly check your available time slots and assign the job to the appropriate team member or bay.
To schedule a job, simply select the date and staff or bay.
You can search for clients by name or vehicle number and schedule their appointment accordingly.
10. Assigning Jobs and Updating Job Status
Once an appointment is scheduled, front desk staff can easily track and update job statuses.
The workshop staff can access the scheduled jobs and start working on them immediately. Job status can be updated from the Workshop Screen based on task completion.
11. Managing Vehicles and Service History
When managing vehicles in the Workshop Module, service history is always linked to each vehicle. This allows you to quickly access past repairs and updates, ensuring better decision-making for future work.
Changing Customer Details: If a vehicle is sold or transferred to a new customer, you can update the customer information while preserving the service history.
12. Using the Cloud Version
The Cloud Version offers similar functionality as the mobile app but requires PIN numbers for logging work time and clocking in/out. This ensures accountability when multiple users have access to the system.
13. Communication with Clients
SMS/Email Communication: Turbo Inventory allows you to contact clients via SMS or email directly from the workshop screen. If you have a Clickatell account, you can send SMS updates to clients regarding job status or appointments.
14. Reports and Analytics
Turbo Inventory provides dedicated workshop reports that give you insight into the workshop's performance, including:
Product and Active Cards Report: View products on active repair cards.
Write-Up Report: Track write-ups for jobs completed in the workshop.
Employee Clocking Report: Monitor employee clock-in/out times and productivity.
Conclusion
The Workshop Module in Turbo Inventory offers powerful features to streamline job tracking, labor management, and communication in your workshop. With the flexibility of both the mobile app and cloud version, you can manage tasks effectively, ensure accurate time tracking, and maintain clear communication with your clients.
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