Workshop
Manage a job from request to close
Manage MotoDesk jobs from request and check-in through active work, quality control, collection, invoicing and close.
The job card is the operational centre of MotoDesk. It joins the customer and vehicle to the planned work, schedule, assigned mechanic, status, notes, photos, checks, parts, additional charges, labour activity and later billing context.
Office users control the overall journey. Mechanics work within an assigned-job view with deliberately narrower status choices and work-session rules. This separation keeps customer and commercial decisions with the office while giving the person at the vehicle the actions needed to record real work.
The normal status journey
| Stage | Meaning | Typical owner |
|---|---|---|
| Requested / Confirmed | Work has been requested and accepted into the plan | Office |
| Checked in | Vehicle has arrived and can be prepared for work | Office |
| In progress | Assigned workshop work is active | Office / assigned mechanic |
| Awaiting parts | Work is paused for required parts | Assigned mechanic / office |
| Quality check | Recorded work is ready for review | Mechanic sends; office reviews |
| Ready for collection / Collected | Vehicle is ready and then handed back | Office |
| Invoiced / Closed | Commercial and operational completion | Office |
Create and schedule a job
Jobs can also originate from an accepted quote or from the booking workflow. Preserve that source relationship rather than creating an unrelated duplicate job, because quoted lines and later billing context can follow the connected workflow.
- Select the correct customer and vehicle, or create them before the job where necessary.
- Choose the job type, location and planned start information.
- Review quoted work or enter the intended workshop work and notes.
- Assign a mechanic when the person is known and eligible for the work.
- Confirm the schedule against garage opening hours and the current bay plan.
Office actions on the job card
- Review or change customer, schedule and mechanic where the role permits.
- Add notes, photographs, zones, checklists and additional charges with the correct VAT treatment.
- Issue approved parts and review mechanic requests for additional parts or returns.
- Monitor work-session history and recorded labour without operating the mechanic timer for them.
- Move the job through quality, collection, invoicing and close according to the real event.
Mechanic actions and conflicts
A mechanic can open only an assigned job. From checked-in work, the mechanic can enter in progress. While in progress, the mechanic can pause for parts or finish the work session and send the job to quality check. Returning from awaiting parts moves the job back to in progress.
An active timer blocks status changes that would leave active work in an inconsistent state. Pause or finish the session first. A mechanic also cannot reassign the job, schedule it, delete it or use an unassigned job as a scanning target.
Parts, charges and billing handoff
Parts issued to the job and additional charge lines contribute to the commercial picture. Verify the quantity and source of each line before invoicing. A physical scan confirmation does not issue stock again; it confirms that an already issued assignment is present at the job.
If extra stock is required, the mechanic requests it and the office approves or rejects the request. If an assigned item is not needed, use the return request and approval path so stock and active assignment quantity remain aligned.
Delete with care
Owner or manager users can review the records connected to a job before permanent deletion. Assigned stock is restored through the job deletion workflow, vehicle health notes are retained but unlinked, and an existing invoice is shown as a serious warning rather than automatically deleted.
Deletion is not a substitute for cancellation or correction. Use it only when permanent removal is genuinely intended and the consequences shown by the preview have been reviewed.