What you will accomplish

You will open a scheduled appointment’s workflow from Schedule and finish the on-site work your facility tracks there—photos, checklists, vehicle condition, notes, and status updates.

When you finish, the calendar and Progress view show the same event with an honest status (In Progress or Done).

When to use Open Event

• The visit is today (or underway) and a technician should run the job in the app—not only look at the calendar block.
• Your event type requires photos, checklists, or vehicle status fields during the visit.
• Front desk scheduled the appointment and the floor team needs the full workflow screen.

Before you start

• Sign in to the staff dashboard (not the customer portal).
• The event already exists on Schedule with the correct vehicle, customer, and time.
• You know which bay or team member is doing the work (assign the event first if that helps your shop).
• If photos are required, use a phone or tablet with a good camera when possible.

Open the workflow from Schedule

1. Open Schedule

   Go to Schedule from the left sidebar.

   Expected result: You see the calendar (or the view you used last—Table, Whiteboard, or Progress).

2. Click the scheduled visit

   Click the colored event block for the visit you are running.

   Use the Search box or Assigned to me if the calendar is busy. See Find and filter scheduled work.

   Expected result: A detail panel opens on the right (or over the calendar on smaller screens). You see the date, time, customer, vehicle, notes, and action buttons.

3. Look for Open Event

   Near the top of the panel, look for Open Event next to actions such as Edit Event or status controls.

   Why this matters: Open Event is the door to the workflow. Edit Event only changes the plan (time, assignee, notes)—it does not replace the workflow screen.

   Expected result: You see Open Event on event types that use workflows (many service and intake types do).

4. Click Open Event

   Click Open Event.

   Expected result: The app opens the workflow page (the address bar includes /dashboard/session/). You leave the calendar view and land on the job screen for this visit.

Work through the workflow page

Each facility configures different steps. Most workflow pages include some mix of the sections below.

1. Review Event Information

   At the top, confirm the event type, vehicle, customer, and scheduled time match the car in front of you.

   Why this matters: Starting the wrong workflow is a common mistake when two similar cars are in the building.

2. Set the status for this visit

   Use To Do, In Progress, or Done (or your team’s custom labels) when the stage of work changes.

   Expected result: Progress view and the calendar stay aligned with the floor.

3. Complete required photos and checklists

   Follow any prompts to take photos or check off list items. Save as you go—do not wait until the customer leaves.

   Expected result: Required steps show as finished. Missing items are easy to spot before you mark the job done.

4. Record vehicle status when asked

   Some workflows ask for odometer, fuel level, tire pressure, or condition notes. Enter real readings from the vehicle.

   Expected result: The customer record and workflow history reflect what your team observed today.

5. Add notes for the next person

   Use notes or activity fields for anything the office or next shift must know (delays, damage found, parts ordered).

   Expected result: The next teammate does not need a verbal handoff to understand what happened.

Return to Schedule when you are finished

1. Mark the visit complete when work is done

   On the workflow page, set the status to Done or Complete if your team uses that label.

   Expected result: The event moves to the Done column in Progress view and no longer looks like active work.

2. Go back to the calendar

   Click Schedule in the sidebar, or use the browser Back button.

   Expected result: The same event still appears on the calendar, now with an updated status.

What success looks like

• The correct vehicle and customer were opened from the calendar.
• Required photos and checklist steps were completed (or intentionally skipped only when your policy allows).
• Status on the workflow page matches reality (In Progress while working, Done when finished).
• Managers can trust Progress view without asking the floor for verbal updates.

Troubleshooting

What to do next

• Track the rest of today’s jobs in Track work in the Progress view.
• Change the plan (time, assignee, notes) in Update, assign, or reschedule an event.
• Return to Schedule overview.