What you will accomplish

Your team will find each new registration in Contacts, review the customer and vehicle details, decide the next action, and leave a note so the next teammate knows what happened.

Overview

Use this guide after someone fills out your public registration form.

When you finish, your team will know where to find the new customer record, what details to check, and what to do before inviting the customer into the portal.

This is useful when prospects request storage from your public facility page and your staff needs to review the request before saying yes, collecting payment, or scheduling a dropoff.

Before you start

• Your registration form is set up in Settings > Website & signup.
• You know which teammate should review new customer requests.
• Your team has a simple rule for accepting, following up, or declining requests.
• If you plan to collect payment before approval, payment processing is already ready.

Step 1: Submit a test registration first

Before real prospects use the form, submit one test request yourself.

Use a name that is easy to spot, such as Test Registration.

Use an email address your team will recognize as a test, such as test-registration@yourfacility.com.

Expected result

Your team has a safe example request to find and review before the first real customer arrives.

Step 2: Open Contacts

Go to Contacts.

This is where customer records are organized.

Look for the test customer or new prospect. You can use search if the list is long.

Search by:

• Customer name
• Email address
• Phone number
• Vehicle make, model, or VIN if your form collected vehicle details

Expected result

You can find the record created from the registration form.

Step 3: Open the customer record

Click the customer name to open the customer detail page.

Review the basic information first:

• Name is spelled correctly.
• Email address looks complete.
• Phone number is included if your team needs to call or text.
• Address is included if your facility collects it during registration.

If something is missing, do not guess. Contact the customer before your team depends on that information.

Step 4: Review vehicle details

If the form collected vehicle information, check the car record linked to the customer.

Review:

• Year, make, and model
• VIN or license plate, if collected
• Requested storage or service notes
• Photos or documents, if your form requested them

Expected result

Your team understands what vehicle the customer wants to store, service, sell, or bring to the facility.

Step 5: Decide the next staff action

After reviewing the request, choose the next action.

1. Accept the request

   Use this when the customer is a good fit and your team is ready to move forward. Next, invite the customer to the portal or contact them with the next step.

2. Ask a follow-up question

   Use this when information is missing, unclear, or needs a staff decision. Send a clear email or text from Inbox if your team uses messaging.

3. Place the request on hold

   Use this when your facility needs manager approval, available space, insurance details, or payment setup before moving forward.

4. Decline or archive the request

   Use this only when the customer is not a fit. Keep a short internal note so your team remembers why.

Step 6: Add a short internal note

Before leaving the customer record, add a note that explains what happened.

Good examples:

Expected result

Anyone on your team can open the customer record later and understand the latest status.

Step 7: Invite the customer only when you are ready

Do not invite the customer to the portal until your team is ready for them to use it.

When you are ready, follow Invite a customer to the portal.

If your next step is payment, review Send and collect customer payments.

If your next step is scheduling, review Create an appointment.

What success looks like

• The new request appears in Contacts.
• Customer and vehicle details have been checked by staff.
• Your team has decided to accept, follow up, hold, or decline the request.
• An internal note explains the current status.
• The customer receives a clear next step only after staff review.

Troubleshooting

What to do next

After your team can review requests smoothly, add the registration link to your public facility page or existing website.