Configure photo rules

What you will accomplish

You will tell the app which photos staff must take during an event—so intake, inspection, and service work always includes the proof your facility needs.

Photo rules help staff know exactly which pictures to take during a workflow. For example, a storage intake event may require photos of the front, rear, driver side, passenger side, odometer, VIN, and any existing damage. A detail event may require before-and-after photos.

Photo rules are configured inside an event type from Settings > Events & schedule → Edit → Photo Documentation.

Before you start

Choose the event type that should require photos.
List the vehicle areas your team should document, such as front, rear, driver side, passenger side, interior, odometer, VIN, or trunk.
Decide which photos are required and which are optional.
Decide whether staff should also record damage photos, videos, odometer, fuel level, or tire pressure.
Make sure you have admin access to edit event type settings.

Open the event type

Open Events & schedule
Go to Settings > Events & schedule.
Expected result: You see the list of event types your facility uses on the calendar.
Edit the event type
Find the workflow that needs photos (for example Storage Intake or Detail Appointment) and click Edit.
Expected result: The Edit Event Type page opens.
Scroll to Photo Documentation
Scroll to the Photo Documentation section.
Expected result: You see Zone & Part Photo Requirements and an Add Zones button.

Edit Event Type page scrolled to the Photo Documentation section with Zone and Part Photo Requirements — Photo Documentation is where you add the required zones and parts staff must photograph during this event type.

Understand zones and parts

Photo rules use two simple ideas:

Zones are broad areas of the vehicle or workflow, such as Front, Rear, Interior, Driver Side, Passenger Side, or Documents.

Parts are the specific photos needed inside a zone, such as Bumper, Windshield, Odometer, VIN Plate, Front Seat, or Existing Damage.

Example: A Front zone might include Front bumper, Hood, and Windshield parts.

Add photo zones

Click Add Zones
In Photo Documentation, click Add Zones.
A window named Add Zones to Event opens.
Search for an existing zone
Type the zone name, such as Front, Rear, Interior, or Driver Side.
If the zone already exists, select it from the list.
Create the zone if it is missing
If you type a new zone name, the app shows an option to create it. Click Create "[zone name]".
Use simple names your staff will recognize in the field.
Add all needed zones
Repeat the same process for each broad area you need documented.
When you are finished, click Done.

Add Zones to Event dialog with a search field and existing zone names — Add zones first. After a zone is added to the event, you can add the specific photo parts inside it.

Add photo parts to each zone

After you add at least one zone, tell the app which specific photos staff must take inside that zone.

Open a zone
In Zone & Part Photo Requirements, click the zone you want to configure (for example Front).
Expected result: The zone expands and shows any parts already listed, plus a button to add more parts.
Click Add Parts
Click Add Parts (or the add button on that zone row).
Expected result: A window titled Add Parts to Zone opens.
Search for or create the part
Type the part name, such as Bumper, Odometer, VIN Plate, Hood, Front Seat, or Existing Damage.
Select an existing part from the list, or create a new one if your team has not used that name before.
Expected result: The part appears in the list for that zone after you confirm your choice.
Choose required or optional
Mark important photos as Required so staff cannot finish the event without them.
Use Optional for helpful images that are nice to have but not needed every time.
Why this matters: Required photos protect your facility when you need proof of condition, mileage, or damage. Optional photos keep routine work from feeling overwhelming.
Add notes if staff need guidance
Add short instructions when a photo needs a specific angle or detail.
Example: "Make sure the odometer reading is clear and readable."
Expected result: Staff see your note on their phone or tablet when they reach that photo step.
Repeat for each zone
Add parts to every zone you created. A common intake setup includes Front, Rear, Driver Side, Passenger Side, and Interior zones with the parts your team photographs every time.

Add Parts to Zone dialog with search field and list of part names such as Hood and Bumper — Add Parts to Zone is where you choose the exact photo prompts staff see inside one zone.

Photo Documentation section showing zones with parts listed under each zone row — When zones and parts are saved, staff see this list during **Open Event** on [Schedule](/dashboard/schedule)—required photos must be taken before the visit is marked complete.

Turn on extra documentation if needed

Some event types need more than regular photos. On the edit page, review these related options:

Damage Rules - set minimum photo or video requirements when damage is found.
Odometer Reading Required - require staff to enter mileage.
Fuel Level Required - require staff to record fuel level.
Tire Pressure - capture tire pressure for all four tires.
Video Upload - allow staff to upload videos during the event.

Save and test the event

Click Save Changes
After adding zones, parts, notes, and requirements, click Save Changes at the bottom of the event type page.
Start a test event
Start a test event from a car record or create a test appointment from Schedule.
Confirm staff see the prompts
Walk through the event and confirm the photo prompts appear in the order you expect.
Adjust anything confusing
If a prompt is unclear, return to the event type and rename the zone, rename the part, add a note, or change required versus optional.

Photo rules page

The Photo rules page is mainly for reviewing photo rules and turning on AI photo checks when your team uses them. Most teams create and organize the required photo prompts from the event type edit page.

What success looks like

After photo rules are saved:

Staff see clear photo prompts during the event workflow.
Required photos must be completed before the event is finished.
Photos are attached to the correct vehicle or event record.
Your team has stronger proof of vehicle condition, work completed, or damage found.

Tips for better photo rules

Use short names like Front, Rear, Interior, and Odometer.
Put photos in the order staff naturally walk around the car.
Require only the photos your team truly needs every time.
Add notes for photos that are often taken incorrectly.
Test the workflow on a phone if staff will capture photos from mobile devices.

Troubleshooting

What staff see during the event

When photo rules are saved, staff do not set them up again on each appointment. They open the event from Schedule and follow the photo prompts in the workflow (see Run event workflow from Schedule).

Expected result: Each required zone and part appears as a step. Staff cannot mark the event complete until required photos are taken (optional photos can be skipped).

What to do next

Run Test an event setup on a phone or tablet if staff capture photos in the shop. If the event can only happen when a bay, lift, room, staff member, or piece of equipment is available, continue with Set up bookable resources.