Your role
Service manager
You run the service side of the business. The jobs or bookings, the people who do them, their leave and attendance, and the work waiting at each stage are yours.
Kila describes the role as “Runs bookings, job cards and service staff.” You make sure every job or booking has someone on it, moves along and is done well, and you look after the people who do the work.
When you sign in
Link to this section: When you sign inKila opens your home page with the cards for your kind of business. At a repair workshop such as FixPoint Repairs, they start with The workshop today (1): what was taken today, and what came in, was ready and went out. The front counter today, Waiting for the quality check, The parts desk, Jobs by stage (2) and Work in progress by age follow. The workshop’s own menu is under Repairs, starting with the Front counter and the Job board (3).
Your day
Link to this section: Your day- Watch the board. The Job board has “Every job from intake to collection”: the Open jobs, those Past the promised time, what is Ready to invoice and the jobs not assigned. See The job board.
- Give each job to someone: Give a job to a technician.
- Keep the work moving: estimates the customer has to approve, parts and labour on each job. See Get an estimate approved and Add parts and labour to a job.
- Look after the people. Your technicians’ leave (1) and the attendance typed in for them (3) wait for you in Approvals. A request you raised yourself (2), such as an expense, waits for someone else.
- Take back what comes back: Take back a job under warranty.
What you can do
Link to this section: What you can do- Manage the services and resources, book and manage appointments, and create, assign, work on and check job cards.
- Issue parts to jobs and order parts, and handle insurance repairs and warranty claims.
- Record attendance for your people, approve manual clock-ins and leave.
- Run the branch checklists and issues, and see sales, stock and reports.
Everything the role is allowed to do
- General
- View dashboard; Approve or reject requests
- Point of sale
- View sales
- Catalog
- View products and services
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Manage services and resources; Book and manage appointments; Create job cards; Assign job cards; Work on assigned job cards; Quality-check and verify finished job cards (any job); Insurance repairs: claims, assessments, authority to repair and release letters; Issue parts to any job card and order parts for jobs
- Reports
- View reports
- Staff
- View staff records, attendance and leave; Record attendance for others and approve manual clock-ins; Record and approve leave
- Branch operations
- View checklists, audits, issues and the branch scorecard; Complete opening, closing and log checklists and report issues; Assign, date, verify and cancel branch issues
- Warranty
- Look up warranties and take in warranty claims; Decide warranty claims: send to the supplier, record the outcome, accept claims out of warranty
- Salon and venues
- Send messages to client segments (lapsed, birthdays, a service or stylist); Events and venue hire: quotes, deposits, confirmations and cancellations
What needs a manager
Link to this section: What needs a managerYour approval limit for discounts. Above it, someone with a higher limit, such as the general manager or the owner, approves it:
| Approval limit | Up to |
|---|---|
| Discounts | 15% |
Needs a manager
Your own requests wait for someone else. An expense you record is marked Your request in Approvals:
Common questions
Link to this section: Common questionsWhich jobs have nobody on them? On the Job board, not assigned shows how many have no technician. Give each one to a technician from there.
Where do I approve a technician’s leave? In Approvals: each Leave request has Approve and Reject.
Can I approve my own expense? No. It waits for someone else, such as the owner.
- Jobs and repair: how Kila works for a workshop.
- Technician: works on the jobs you give out.
- Service advisor: takes the jobs in at the front counter.