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Process to Check-In the vehicle

Goal​

Check-in a vehicle for an accepted enquiry when the vehicle arrives at the garage so that the system shows the vehicle as on site.

What is Check-In?

Check-In is the action performed on an accepted enquiry when the vehicle has arrived at the location. This updates the enquiry to show that the vehicle is now on site and ready for work to begin.

When to use Check-In

  • Vehicle arrives for a confirmed booking
  • Workshop needs the enquiry moved from Accepted to Vehicle On Site

Prerequisites​

  • Supplier portal access with permission to update enquiries
  • Enquiry already accepted for the vehicle
  • Ability to open the Enquiry Details view for that enquiry

  • Add a Booking Enquiry. [Todo link the article when available]

  • Booking Process. [Todo link the article when available]

  • Enquiry Detail View. [Todo link the article when available]

Check-in steps​

  • From the left navigation, select Enquiry or
  • On the dashboard, click View All in the Accepted tile to view accepted enquiries

Enquiry search showing accepted enquiry list

Open the enquiry​

  • Locate the required enquiry row
  • For enquiries showing the Accepted status, click the > icon (View Enquiry) to open Enquiry XXXXX

Accepted enquiry row highlighting the View Enquiry icon

Check-In​

  • The grey label reads Not checked-in on the right
  • The icon showing an arrow entering a box is the Check In icon

Enquiry header showing the Not checked-in badge and icons

  • Select the Check In icon
  • The confirmation prompt appears: “Do you want to check-in this vehicle?”
    • Click No to cancel
    • Click Yes to complete the check in

Check-in confirmation prompt

Verify the result​

After confirming:

  • The Not checked-in label disappears
  • The enquiry status updates to Vehicle On Site
  • The progress timeline moves to the Checked-in stage

Enquiry header showing Vehicle On Site status after check in

What happens next​

  1. Status update – enquiry progresses to Vehicle On Site
  2. Workshop actions – the job sheet can be prepared and work can begin
  3. Notifications – driver and lease users receive the status alerts on as the enquiry progresses
  4. Audit trail – System captures event log records of who performed the check-in

Suggested next steps

  • Add or update job items
  • Capture diagnostics, photos, or wear readings
  • Request authorisation if extra work is discovered

Troubleshooting​

IssueLikely causeResolution
Check In icon missingEnquiry not in Accepted status or permissions missingVerify enquiry status, refresh the page, confirm the role allows status updates
Status: Accepted
Category: Protected
Authored By: Arun Kumar on November 14, 2025
Revisions