How to Set Up and Use Inspections in Workshop Software

Inspections are digital checklists that your team can complete on the computer or the Workshop Software mobile app. They can be linked to a job, saved on a vehicle’s history, and sent to customers for approval. Inspections are available on Gold subscription plans and above. This guide covers setting up inspection templates, creating inspections, and managing customer approvals.

Step 1: Configure Inspection Settings

1. Go to Settings > Inspections > Inspection Settings.
2. Set the Default Service Advisor. This must first be created under Admin Settings > Service Advisors. You can use an individual staff member or create a general entry with your workshop name.
3. Fill in the Default Contact Information.
4. Choose notification preferences — tick Yes to receive notifications when a customer approves or refuses inspection items.
5. Configure which fields appear when work is recommended. Start simple by keeping only Estimated Costs and Estimated Hours visible, and hiding the others.

Creating Service Advisors

1. Go to Settings > Admin Settings > Service Advisors.
2. Press the + icon to create a new service advisor.
3. For an individual: enter their name and use their initials as the advisor code.
4. For a general workshop entry: enter your workshop name in the first and last name fields.

Step 2: Set Up Inspection Groups

Groups break your inspection questions into categories, making them easier to complete and read.

1. Go to Settings > Inspections > Inspection Groups.
2. Workshop Software includes some standard groups. You can use these, create additional groups with the + icon, or use a single “Standard” group for all questions.

Step 3: Create Inspection Templates

1. Go to Settings > Inspections > Templates and press the + icon.
2. Enter a Name (e.g. “Service B Checklist”) and optionally a description.
3. Select a Group for your first set of questions and press + to add it.
4. Add questions within each group. There are four question types:
   • Traffic Light — green/yellow/red rating. Best for condition assessments (e.g. “Vehicle free from cosmetic and structural damage”). Yellow or red triggers additional fields for comments, estimated hours, and estimated costs.
   • Carried Out — a simple tick box. Best for tasks that are either done or not done (e.g. “Keys tagged and labelled”).
   • Input — a blank text field. Best for recorded values (e.g. “Odometer reading”).
   • Tyre Pressure — specifically for recording tyre pressure readings.
5. To reorder questions, change the question numbers and they will rearrange automatically.
6. Press Save.

Step 4: Create an Inspection from a Job

1. Open the job in the Transaction Centre.
2. Press the Star icon on the customer invoice line and select Create Inspection. This links the inspection to the job.
3. Select the Template to use.
4. Review and adjust the pre-filled information (service advisor, customer email, etc.).
5. Complete each question:
   • Traffic Light: press Green (all good), Yellow (needs attention), or Red (urgent). Yellow/red items prompt you to add comments, estimated hours, and estimated costs.
   • Carried Out: tick when complete. Use the dropdown arrow to add comments if needed.
   • Input: type the value.
   • Tyre Pressure: enter the reading.
6. Add photos on the mobile app, or upload files from the computer using Choose Files.
7. Press Save to keep the inspection as a draft, or Finalise to lock it.

Note: To create an inspection not linked to a job, use the Lightning icon > Inspection instead. Inspections require a vehicle — they cannot be saved on a customer alone.

Step 5: Send the Inspection to the Customer

1. Press the Share icon on the inspection.
2. Choose to Print a PDF or Email a webpage version.
3. Printed PDFs do not include photo attachments. Emailed inspections include all attachments.
4. Emailed inspections are interactive — the customer can Approve or Refuse each item marked as needing a fix.

Tracking Inspection Status

1. Go to the Transaction Centre > Inspections tab.
2. Inspections are organised by status:
   • Draft — still being worked on (default view).
   • Finalised — completed but not yet sent.
   • Requested Approval — emailed to the customer, waiting for response.
   • Approved — customer approved the recommended work.
   • Refused — customer declined the recommended work.
3. Linked inspections also appear directly on the job in the Transaction Centre, showing their current status.

FAQ

Can I create an inspection without linking it to a job?
Yes. Use the Lightning icon > Inspection to create a standalone inspection. It must still be linked to a vehicle.

What is the difference between a traffic light question and a carried out question?
Traffic light questions use a green/yellow/red rating for conditions that have varying severity. Carried out questions are simple tick boxes for tasks that are either done or not done.

Can customers approve individual items on an inspection?
Yes. When you email an inspection, customers can approve or refuse each item that was marked as needing a fix.

Can I edit an inspection after finalising it?
No. Finalising locks the inspection permanently. Make sure all questions are answered before finalising.

Related Articles

• Customer Workflow: From Booking to Invoice to Payment
• Auto Inspect (Inspection Tool)

Also Explore

• Vehicle Inspections — Feature Overview
• Blog: Mobile Job Card Checklists for Workshops
• Workshop University: Digital Quotes and Photo Approvals — Getting Yes Faster