Using technology to simplify workflow.

Automotive Service Vehicle Check-in

Verified has successfully integrated into many aspects of the automotive service and repair industry. Recently, we incorporated Verified into a large dealership network, using Verified to document the lifecycle of the vehicle work order from vehicle check-in through service and warranty repairs to final inspection and delivery to the customer.

As part of this post, we are focusing on the vehicle check-in process, gathering information on the vehicle as the customer delivers it to the dealership, protecting the dealership and the customer from unexplained damage, preparing the service technicians for the job ahead and preventing on-lot damage claims.

Key Requirements

We had a requirement to document vehicles on arrival at the deealership service department. Documenting the vehicles condition, the customer is aware that their vehicle is going to be returned to them in the same condition that they left it. The dealership obtains a visual record of the vehicle, its condition and key information such as the VIN number, mileage and more. In the event that the vehicle is damaged, either during the dealership visit – or after the fact – the dealership and customer have a visual record of the vehicle condition to compare.

Protection against on-lot damage claims

A key benefit of visually documenting the vehicle is that the dealership is able to protect themselves against on-lot damage claims. A claim for damaged paintwork could run to several thousand dollars, often a bill paid for by the dealership as neither party can prove or disprove the claim and in a competitive market, dealership reputation is important.

The check in process

Traditionally the vehicle check-in is completed on a paper form, noting any damage and general condition of the vehicle before creating the work order and service record. Verified offers a new way of capturing this information,using an accurate and real-time process, that flows through the work order lifecycle. Documenting starts by creating a Photoset, a unique identifier that relates to the vehicle.  This can be a scan of the VIN barcode, manual entry of the last 6 digits of the VIN, the vehicle license plate number, customer name or a work order reference from the dealership DMS.

The service technician can start taking images at that point, or if more information on the condition of the vehicle is required, the tech can select (or create) categories, subcategories and tags. If the images show work that may be required, perhaps the vehicle has come in for an oil change but the technician realizes that the tires are wearing and need to be replaced, they can assign photos directly to the business development department to contact the customer and see if they would like the additional work added to the work order while the vehicle is on site.

Once the context data has been set, the technician simply walks around the vehilce taking pictures of key components and each corner of the vehicle. When they are complete, they click the upload button to send the images to the Verified secure server. If photos are assigned to another person or department, they will get a notification and be able to see the images immediately on the web or their mobile device.

Which device works best?

Verified has been designed to work with many mobile devices and platforms, using the iOS and Android operating systems. We have successfully implemented Verified on mobile phones, small format tablets and using smart cameras such as the Samsung Galaxy GC-100. For customers that require a more industrial application, Verified can also be used on the Ricoh G800SE ruggedized camera – ideal for service shops and enginneering firms.

How it works

The video below shows an example of a vehicle being checked into a local automotive dealership

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