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How to accept a booking enquiry

Goal​

As a supplier user, I want to accept a new booking enquiry for any service type (Service, Repair, Tyre, Glass, MOT, Supplementary, or Diagnosis) so the vehicle can be scheduled on the date requested by the customer.

  • Add a Booking Enquiry (link when published)
  • How to Add Job Items (link when published)
  • From the left navigation menu, Select Enquiry

Dashboard showing New tile counts

  • Alternatively, on the dashboard click View All on the NEW tile
  • The NEW tile count shows all enquiries that are new (black)
  • The orange count shows enquiries in New status that no supplier user has opened yet

Dashboard showing New tile counts

Open the Enquiry Details​

  • In the search results, locate the vehicle row with a New status label
  • Click the > icon (View Enquiry) to open the Enquiry xxxxx page
  • Confirm the correct vehicle and lease company are displayed

Vehicle enquiry search with New status

Review the Appointment Dates tab​

  • The page displays tabs for Appointment Dates, Additional Info, and Job Sheet
  • Appointment Dates is highlighted by default for a new enquiry
  • Review the service request to ensure the date aligns with workshop capacity

Enquiry details showing Appointment Dates tab

Review Additional Info and Job Sheet tabs​

  • Click Additional Info to view driver details, mileage submitted by the driver, comments, and the time required to complete the work. Capture any clarifications from the requester in the comments field if needed.

Additional Info tab summary

  • Move to the Job Sheet tab to review or add workshop preparation notes such as mileage. This tab is also where the Add Job Item button can be clicked after acceptance to start planning the work.

Job Sheet tab summary

Confirm Appointment​

  • Click Appointment Dates tab
  • Select the checkbox beside the preferred appointment date to accept it
  • In the confirmation panel on the right, tick both checkboxes:
    • I confirm all requested services can be provided
    • I have keyed in this data in DMS

Appointment date selection with confirmations

Accept the enquiry​

  • Click Accept
  • A toast message appears in the top-right corner: “Requested Booking Date Accepted – Requested booking date for xxxx accepted successfully”

Accepted appointment confirmation toast

Automatic navigation

After the toast message, the system navigates back to the Vehicle Enquiry Search page with the previous filters applied.

Verify dashboard counters​

  • Click Dashboard on the left navigation bar
  • Confirm the NEW tile count decreased by 1
  • Confirm the ACCEPTED tile count increased by 1

Dashboard showing Accepted tile increment

  • Confirm the READY TO CREATE JOBSHEET tile count in the WORK IN PROGRESS section also increased by 1

Dashboard showing Accepted tile increment

Review accepted enquiries​

  • Click View All on the ACCEPTED tile
  • The Enquiry Search screen opens with the Accepted filter applied
  • The accepted enquiry now shows an Accepted status label in the results

Accepted enquiry showing Accepted badge

What Happens Next​

  1. Status Update: Enquiry transitions from New to Accepted
  2. Counter Updates: The READY TO CREATE JOBSHEET tile counter in the WORK IN PROGRESS section is updated similar to the Accepted tile counter
  3. Notifications: Customers receive status notifications (if configured)
  4. Scheduling: The vehicle is expected to arrive per the accepted appointment date

Next Steps

  • Prepare job sheets for the scheduled date
  • Communicate arrival instructions to the driver if necessary
  • Monitor for customer updates or reschedule requests

Troubleshooting​

Accept button disabled​

Problem: Accept button remains inactive.

Solutions:

  • Ensure at least one appointment date checkbox is selected
  • Confirm both right-hand confirmation checkboxes are ticked
  • Refresh the page if the UI appears out of sync

Toast confirmation not received​

Problem: No toast message appears after clicking Accept.

Solutions:

  • Review dashboard counts to confirm acceptance was recorded
  • Re-open the enquiry to verify if status already changed
  • Contact support if the status remains New

Counters did not update​

Problem: Dashboard counts stay the same after acceptance.

Solutions:

  • Refresh the dashboard page
  • Re-open the enquiry list to ensure status changed
  • If the counts remain unchanged, raise the issue with support, providing enquiry ID and timestamp
  • Add Job Lines: Create job lines for specific services once the booking is accepted
  • Update Enquiry Status: Move from Accepted to Vehicle On Site when the vehicle arrives
  • Communicate with Customer: Send reminders or instructions before the appointment
  • Manage Reschedules: If the customer requests a new date, update the enquiry accordingly
Status: Draft
Category: Protected
Authored By: Arun Kumar on November 19, 2025
Revisions