The first five minutes of every service visit set the tone for the entire experience. The Check-In solution ensures those first minutes are smooth, efficient, and trust-building. It replaces clipboards and manual data entry with a digital, guided intake process that welcomes customers professionally and gathers all necessary information without the usual waiting and confusion.
Instead of juggling paperwork, advisors (or even customers via a kiosk) use a tablet to initiate check-in. They can scan the VIN or license plate to instantly pull up the vehicle and customer records. Contact information is confirmed or updated on the spot. The system automatically checks for any open recalls, warranty coverages, or previously recommended (but declined) services on the vehicle. All that information is presented so the advisor can discuss it with the customer upfront.
The Check-In platform also facilitates a digital walkaround. Using the tablet, the advisor or customer can note the vehicle’s current condition—tire wear, small dents or scratches, warning lights on, etc.—and attach photos. This visual record, with customer acknowledgment, builds trust by documenting any pre-existing conditions and agreed work at drop-off. It also protects the dealership by preventing misunderstandings about new damage claims.
As part of check-in, service requests and concerns are logged digitally (no illegible handwriting or lost sticky notes). If the customer has an appointment, all their pre-selected services are preloaded. If not, the advisor can quickly select jobs from a service menu with pricing transparency. The system can capture the customer’s signature digitally for work authorization right there.
By standardizing and digitizing the check-in, every customer is greeted consistently and efficiently. Wait times drop because multiple steps (data update, vehicle inspection, RO creation) happen simultaneously in one flow. Customers appreciate the high-tech, transparent approach—seeing their info on screen and knowing everything is recorded accurately. Advisors spend less time on admin and more time listening to customer needs. Plus, all data from check-in flows directly into the repair order in the DMS, so there’s no redundant entry later.
Ultimately, the Check-In solution helps you start every service visit on the right foot: with speed, clarity, and trust. Customers feel confident that your dealership is organized and respects their time, which sets up the rest of the visit for success.
In many service drives, the check-in process can be slow and inconsistent. Customers often arrive and wait while an advisor searches for their records or manually writes down their information and concerns. It’s easy to miss important details—like a customer’s updated phone number, or a scratch on the car that wasn’t documented—leading to communication issues or disputes later. A paper walkaround form might be scribbled on (or skipped entirely if the drive is busy), resulting in missed upsell opportunities and potential disagreements about vehicle condition.
Without a standardized check-in, each advisor might handle intake differently. One might forget to mention a due maintenance item that the customer declined last time; another might not check for recalls. This inconsistency can mean lost revenue (missed upsells) and uneven customer experiences. Moreover, manual processes mean information from check-in has to be re-entered into the computer later, doubling work and introducing the chance of errors. All of this adds up to longer wait times, frustrated customers, and a shaky start to the service visit.
The check-in stage is also the dealership’s first in-person impression for a service visit. If it feels disorganized or old-fashioned, customer confidence can drop. On the flip side, a smooth, transparent check-in builds trust right away. The challenge is making that happen every time, even during rush hours.
The Check-In solution tackles these challenges by digitizing and guiding the entire intake process, ensuring speed, consistency, and completeness for every customer, every time.
Digital Sign-In
Provide a tablet or kiosk for customers to sign in on arrival or for advisors to use beside the customer’s vehicle. Captures basic info and timestamps the check-in.
VIN & License Scanning
Quickly scan the VIN barcode or license plate to retrieve the customer’s vehicle, saving time and preventing data entry errors.
Recall & History Lookup
Automatically display any open recalls, active maintenance plans, or previously recommended services for that vehicle so the advisor can address them with the customer.
Vehicle Condition Capture
Conduct a guided digital walkaround. Advisors can mark vehicle diagrams for dents/scratches, take photos of current damage or wear (like tire tread), and note odometer and fuel level.
Service Selection & Menus
Access a pre-built service menu to add services to the RO on the fly. If the customer mentions a concern (“hearing a squeak”), the advisor can select the corresponding inspection or job from a list, which has pricing and time estimates visible.
Work Authorization & E-Signature
Generate a preliminary repair order or intake form on the tablet summarizing requested services and estimated costs. The customer can sign directly on the tablet to authorize the work, with a copy emailed or printed for their reference.
Real-Time DMS Integration
Push all captured data (customer updates, vehicle notes, service requests, signatures, photos) into the DMS or service management system in real time, beginning the repair order without duplicate data entry.
Status Updates Initiation
Trigger a welcome text to the customer once check-in is complete (e.g., “Your vehicle is checked in. We will keep you updated – you can also text us here with questions.”) to open the channel of communication.
Performance Metrics
Track check-in times, walkaround completion rates, and upsells captured at check-in per advisor. Use this data to manage drive efficiency and training.
Service Scheduling: Seamlessly transition online-scheduled appointments into the check-in system. All info a customer provided online (concerns, selected services) will pre-populate in Check-In for even quicker intake.
Service Inspection: Continue the digital workflow from check-in to the technician’s inspection. Issues noted at check-in (like customer states a noise, or advisor saw a bald tire) can automatically carry into the technician’s inspection checklist.
Customer Communication: Integrated texting/email platform that uses the contact info confirmed at check-in to send status updates, upsell approvals, and feedback requests—ensuring the communication loop stays tight from check-in to checkout.
