Your role
Service advisor
Your day at the front counter of a workshop, taking work in, getting estimates approved, calling customers and handing jobs over, and what needs a manager.
As a service advisor you are the customer’s person in the workshop: you check their work in, write the estimate, get their approval, keep them told and hand the job back. Kila says the role “Checks customers’ work in, writes estimates, gets approval, and hands over and takes payment at collection. No assigning.”
When you sign in
Link to this section: When you sign inKila opens the Front counter: “Calls, promises and collections today.” Above, the counts To call, Promised today, Ready to collect, Taken in today and Collected today; below, a list for each. One box finds any job by “Ticket, phone, plate, IMEI or name”, and the keys under it save time: N take in, C collect, / find, B board.
Your day
Link to this section: Your day- Take work in. Record the item, check it in with the customer and give them the ticket: Take a job in.
- Price it and call. To call lists “Estimates waiting for the customer, and findings to price and send”: send the estimate and record the answer. See Get an estimate approved.
- Keep promises. Promised today puts the late ones first: tell the customer before they call. See Tell the customer a job is ready.
- Hand jobs over. Ready to collect, waiting longest first: remind, collect, take payment. See Hand a job over and take payment.
What you can do
Link to this section: What you can do- Take jobs in, with photos and the check-in, and print collection tickets.
- Send estimates, copy the approval link and record the customer’s decisions.
- Take deposits and hand jobs over: see Take a deposit on a job.
- Give a customer a new promised time, texted to them, and remind them to collect.
- Take back a job under warranty: Take back a job under warranty.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Open and close own shift
- Catalog
- View products and services
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Create job cards
What needs a manager
Link to this section: What needs a manager| Approval limit | Up to |
|---|---|
| Discounts | 5% |
| Refunds | KES 0.00 |
- Giving a job to a technician. Your menu on a job has no Assign a technician: a service manager or workshop controller gives out the work. See Give a job to a technician.
- Handing an item over without its release code, where your business requires the code:
- Job settings on the job board, such as deposits and the ready text, are set by a manager.
Common questions
Link to this section: Common questionsThe customer cannot wait for the check-in. Can I finish it later? Yes: tap Save for later and finish it from the job card, under Checks. Work cannot start until it is done.
The customer approved on the phone, not on the link. What do I do? Under The customer’s decision on the job card, tap Record decisions, choose By phone and tap Record.
A job will not be ready on time. On the Front counter, under Promised today, tap Tell the customer, set the new time and tap Save and text.
Not available yet
SMS is in test mode: Kila keeps each text to a customer, such as a new promised time or a reminder to collect, in its message log, but none reaches their phone until an SMS provider is connected. Call the customer: their number is on the job.
- Jobs and repair: how Kila works for a workshop.
- The job board: every job by stage.
- Technician: the other side of the counter.