Staff Walk-In
Use walk-in intake when a customer did not book ahead. Creating the walk-in prepares an appointment; the next step offers check-in or the relevant existing work. It does not silently check in a vehicle.
Steps
- An authorized staff member opens Check in a walk-in. Confirm the intended branch; a branch carried from the dashboard is retained only when available to your role.
- In Find vehicle, enter at least three characters of a registration, customer name, phone or email. Select the correct customer and vehicle plate from the matches. A returning customer can have several current vehicles; choose the one for this visit. Use New customer & vehicle only when needed.
- Review the selected record summary. Change selection returns to lookup; Add a different vehicle lets an existing customer bring a new vehicle. Creation fields appear only for the records being added.
- Continue to Visit & contact. Select the branch and service deliberately; changing branch clears the service and visit times. Use current time fills Visit starts in the selected branch’s timezone. Confirm that start time, any optional end time, and the reason for the visit.
- Enter Odometer reading (km). It is required for a new vehicle and is saved with that vehicle and visit. For an existing vehicle it is optional and records the visit reading.
- Record whether contact permission was Granted or Declined, select the preferred contact channel, and add a consent note when useful. Entering a phone number does not grant permission.
- In Review & create, check the customer, vehicle, branch, service, schedule, odometer and contact choice. Go back to correct entries, or choose Create walk-in.
- Follow Continue to check-in or the offered existing-work destination. Verify the current state and next owner before continuing.
Matches and existing work
Lookup shows a bounded set of matches. If the needed vehicle is not shown, enter more of its registration or customer details to narrow the search. Check the plate as well as the customer name before selecting a returning customer’s vehicle.
Duplicate choices appear when Motornauts finds a possible duplicate. Review the matches, select the correct existing records or confirm why these are different records. A permitted manager override requires a reason. A visible match never broadens your branch or customer permissions.
Pair an existing vehicle only with its current customer. Intake does not transfer that vehicle to a new customer. Resolve ownership before continuing. New vehicle details use the approved maker list, model and year checks, and safe registration-number characters.
The server rechecks active customer status, current ownership, branch/service availability, verification for check-in, and existing active work when the walk-in is saved. If existing work is returned, choose its labeled continuation instead of creating another job. Only an authorized Branch Manager or Tenant Admin can use a permitted override with a reason, within their visible scope.
Retry or start another visit
After a failed request, entered details remain on this page. Review the message, correct the relevant fields and use Retry walk-in. Keep the same visit open when retrying a connectivity or stale-state problem; do not repeatedly start another visit to retry it. Refresh the returned customer, vehicle or existing-work choices when instructed. A rejected stale or concurrent request does not save a partial appointment or repair order.
Start over asks Clear entered details? Choose Keep editing to retain the draft or Clear and start over to discard it and begin a different visit. After success, repeat creation is disabled; use the handoff link or Start another walk-in when the next customer arrives.