Worksheet Feature Documentation

Overview

The Worksheet feature provides customizable checklists and inspections. Create reusable templates (Sheets) with categories and items, capture status, notes, images, and videos, and associate worksheets with customer visits.

Setup

Enabling the Feature

1. Contact sales to enable the worksheet feature.

2. Once enabled, the "Worksheet" menu appears in the top navigation bar.

Accessing Worksheet Setup

1. Click your user profile/avatar in the top right corner of the screen.

2. In the dropdown menu, select Worksheet Setup.

3. This opens the Worksheet Setup page where you can configure your sheets.

Creating a Worksheet Sheet

1. On the Worksheet Setup page, click the button to create a new sheet.

2. Enter a title for your sheet.

3. Optionally mark it as the default sheet (used when creating new worksheets).

4. Click Add Sheet to create it.

Adding Categories and Items

1. Select a sheet from the list on the Worksheet Setup page.

2. Add Categories:

• Click to add a new category.

• Enter a category name.

• Categories can be reordered by dragging.

3. Add Items to Categories:

• Within each category, click to add items.

• Enter an item name.

• Configure options:

• Status Buttons: Green (✓), Orange (!), Red (✗), N/A

• Notes: Allow or require notes

• Images: Allow or require images

• Videos: Allow or require videos

• Set which options are required for completion.

• Items can be reordered within categories by dragging.

Setting a Default Sheet

• In Worksheet Setup, select a sheet and toggle Default Sheet to ON.

• Only one sheet can be the default at a time.

• The default sheet is used when creating new worksheets.

Default Sheets Included

When the Worksheet feature is first enabled, four default sheets are automatically created:

1. Symptom Intake Sheet (Default Sheet)

This is set as the default sheet and includes:

• Primary Concern

• Customer's Description (in their own words) - Required notes, allows images/videos

• Concern Severity (advisor assessment) - Required notes, all status buttons

• When Does It Occur?

• Frequency - Required notes

• Driving Conditions - Required notes, allows images/videos

• How Long Has This Been Happening? - Required notes

• Associated Symptoms

• Warning Lights or Messages - Allows notes, images/videos, all status buttons

• Other Noises, Vibrations, or Behaviors - Allows notes, images/videos

• Recent History

• Any Recent Accidents or Incidents? - Allows notes

• Recent Repairs or Services - Allows notes

• Customer Context

• Is This a Safety Concern? (customer's perception) - Allows notes, all status buttons

• Timeline/Urgency - Allows notes

2. Pre-Inspection

A pre-service inspection checklist with:

• Pre Service Inspection

• Exterior Photos (4 corners) - Allows notes, images/videos, Green/Red/N/A buttons

• Warning Lights - Allows notes, images/videos, all status buttons

• Windshield and Windows - Allows notes, images/videos, all status buttons

• Wipers - Allows notes, images/videos, all status buttons

• Mirrors - Allows notes, images/videos, all status buttons

• Headlights - Allows notes, images/videos, all status buttons

• Taillights - Allows notes, images/videos, all status buttons

3. Vehicle Arrival Condition Documentation

For documenting vehicle condition upon arrival:

• Vehicle Arrival Condition

• Exterior Condition (4 corners) - Allows notes, images/videos, all status buttons

• Windshield - Allows notes, images/videos, all status buttons

• All Other Glass (side windows, rear window) - Allows notes, images/videos, all status buttons

• Tires / Wheels - Allows notes, images/videos, all status buttons

• Dashboard (Key On, Engine Off) - Allows notes, images/videos, all status buttons

• Dashboard (Key On, Engine Running) - Allows notes, images/videos, all status buttons

4. Loose Tire/Wheel Intake

Specialized sheet for tire/wheel service intake:

• Loose Tire/Wheel Intake

• Number of Wheels - Required notes

• Customer Name/Phone - Required notes

• Vehicle Year/Make/Model (if known) - Allows notes

• Wheel Description - Allows notes, images/videos

• Tire Size/Brand - Allows notes, images/videos

• Wheel Condition - Allows notes, images/videos, all status buttons

• TPMS Sensor Present? - Allows notes, images/videos

• Service Requested - Required notes, allows images/videos

• Tire Condition - Allows notes, all status buttons

• Customer Pickup Timeline - Required notes

Note: These default sheets can be customized, edited, or deleted to fit your shop's specific needs. You can also create additional custom sheets as needed.

Usage

Creating a New Worksheet

1. Click Worksheet in the top navigation menu.

2. Select New Worksheet from the dropdown.

3. If no default sheet is configured, you'll see an error message prompting you to create a sheet first.

4. Once a default sheet exists, a new worksheet opens using that template.

Working with a Worksheet

Viewing Worksheets

• All Worksheets: Click Worksheet → All Worksheets to see a list of all worksheets with filters and date range.

• Individual Worksheet: Click a worksheet from the list to open it.

Worksheet Interface

The worksheet page includes:

1. Header Section:

• Sheet selector dropdown (switch between available sheets)

• Label field (optional custom label for the worksheet)

• Change Log button (view history of changes)

• Status association dropdown

2. Worksheet Table:

• Items organized by category

• Each item shows:

• Item name

• Status buttons (if enabled for that item)

• Notes field (if enabled)

• Media upload buttons (if enabled)

Completing Worksheet Items

1. Status Selection:

• Click the appropriate status button: Green (✓), Orange (!), Red (✗), or N/A

• The selected status is highlighted

• Status saves automatically

2. Adding Notes:

• Type in the notes field next to an item

• Notes save automatically as you type

3. Uploading Media:

• Click the upload button next to an item (if media is allowed)

• Upload images or videos

• View uploaded media displayed below the item

• Click on media to view in a lightbox viewer

• Delete media if needed

4. Required Fields:

• Required items are marked with an asterisk (*)

• You must complete all required items before you can sign off the worksheet

Associating with a Visit

• Use the "Associate with Visit" dropdown at the top of the worksheet

• Select an open visit/status from the list

• This links the worksheet to a customer visit for context

Changing the Sheet Template

• Use the sheet selector dropdown in the header

• Select a different sheet from the list

• The worksheet will update to show items from the selected sheet

Signing Off a Worksheet

1. Complete all required items (marked with asterisks)

2. Click the Submit button at the bottom of the worksheet

3. If requirements are not met, you'll see an error message

4. Once signed off:

• The button turns green

• Completion date and user are displayed

• The worksheet is marked as complete

Filtering Worksheets

On the All Worksheets page, use the filters section:

• Date Range: Select start and end dates using the date picker

• Associated/Not Associated: Toggle switches to filter by visit association

• Sheet Name: Select specific sheets from the dropdown

• Started By: Select users from the dropdown

• Status: Toggle switches for Complete/Incomplete/Has Results

Click the Filters button to show or hide the filter options.

Managing Worksheets

• Edit Label: Click the label field in the worksheet list to edit inline

• Associate Visit: Use the dropdown in the list view to associate with a visit

• Delete: Administrators can delete worksheets using the trash icon

• View Details: Click the sheet name link to open the worksheet

Use Cases

1. Vehicle Inspections

• Create inspection sheets with categories (Exterior, Interior, Under Hood, etc.)

• Require photos for damage items

• Use status buttons to mark condition

• Associate with customer visits

2. Quality Control Checklists

• Create QC sheets for completed work

• Require photos/videos of completed repairs

• Use notes for technician feedback

• Track completion before vehicle delivery

3. Pre-Delivery Inspections

• Create PDI sheets

• Require photos of key areas

• Use status buttons for pass/fail

• Ensure all items are checked before delivery

4. Equipment Maintenance

• Create maintenance checklists

• Schedule regular worksheets

• Track maintenance history

• Require photos of replaced parts

5. Safety Inspections

• Create safety inspection sheets

• Require photos of safety issues

• Use notes for corrective actions

• Track compliance over time

6. Custom Workflows

• Create sheets for any checklist process

• Require specific documentation

• Track completion and compliance

• Generate reports from worksheet data

Tips & Best Practices

1. Organize with Categories: Group related items into categories for better organization

2. Use Required Fields: Ensure critical items are marked as required

3. Require Media: Use required images/videos for important documentation

4. Set Default Sheets: Make commonly used sheets the default for quick access

5. Use Labels: Add custom labels to worksheets for easy identification

6. Associate with Visits: Link worksheets to customer visits for better context

7. Review Change Log: Use the change log to track all modifications made to worksheets

8. Filter Effectively: Use filters to quickly find specific worksheets

Status Button Meanings

• Green (✓): Pass/Good/Complete

• Orange (!): Warning/Needs Attention

• Red (✗): Fail/Issue Found

• N/A: Not Applicable

Notes

• Worksheets save automatically as you work

• Media uploads support both images and videos

• Change logs track all modifications made to worksheets

• Worksheets can be associated with customer visits for context

• Multiple sheets can be created for different purposes

• Sheets can be switched on an existing worksheet

• If no default sheet is configured, you'll need to create one before creating worksheets