> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Start a car session
> Begin an intake, inspection, delivery, photo walkthrough, or custom event for a vehicle.
Sessions and events are how your team documents work around a vehicle. Whether you are receiving a car for the first time, preparing it for delivery, performing a routine inspection, or running a custom service workflow, starting an event on a car record creates a structured, timestamped log of everything that happened.
## What you will accomplish
You will schedule or open a **session** tied to one car. When the workflow is finished, photos, readings, notes, and signatures are saved on that car's record and show up in the **Activity Feed** on the [car detail page](https://www.carstoragesoftware.com/dashboard/cars).
**Expected outcome:** Your team—and the customer, when notifications are turned on—can see what work was planned, what was completed, and what still needs attention.
## When to start a session
* **Intake** — a vehicle is arriving for storage or service and you need photos and condition notes.
* **Inspection or walkthrough** — you are documenting condition before or after storage.
* **Pickup or delivery** — the customer is receiving or returning the vehicle.
* **Any custom event type** your facility configured (detailing, transport, seasonal service, and so on).
## Before you start
* The **car record** must already exist. If it does not, [add the car](/docs/cars/add-a-car) first.
* Know what **type of event** your team is performing (intake, pickup, delivery, inspection, photo session, or a custom type configured by your admin).
* If the event requires photos, signatures, or a checklist, confirm your device has a working camera and internet connection.
* If this is a new car intake with photos, you can also start the process from the [Cars list](https://www.carstoragesoftware.com/dashboard/cars) using **Create New Car → With Photos** — see the [Add a car](/docs/cars/add-a-car) guide for details.
## Ways to start work on a car
You can begin new work from the **Add** menu on the car detail page, or you can reopen work that already appears in the **Activity Feed**. Both paths help your team document the same vehicle without creating duplicate records.
| What you need | Where to go |
| - | - |
| Schedule a future appointment | **Add** → **Create event** |
| Capture photos right now without a full appointment | **Add** → **Quick photo** |
| Log a small task quickly | **Add** → **Quick task** (when your facility uses it) |
| Finish work that already started | **Activity Feed** → open the event |
## Schedule an event from the car detail page
The most common way to start a session is from the car's detail page.
Go to the [Cars page](https://www.carstoragesoftware.com/dashboard/cars) and click **View** on the vehicle that needs the event.
**Expected result:** The car detail page opens with the vehicle name, **Vehicle Details**, and **Activity Feed** visible.
In the top-right area of the car banner (over the photo), click the **Add** button. A menu opens with several choices.
**Why this matters:** **Create event** schedules future work. **Quick photo** starts a photo walkthrough immediately without going through the full scheduling calendar first.
*Click Add on the car banner, then choose Create event to schedule work for this vehicle.*
Click **Create event**. The **Create New Event** dialog opens with this car already selected.
**Expected result:** You see fields for event type, date, time, and description.
Select the appropriate **Event type** from the list. Your facility admin configures which event types are available.
Common types include:
* **New Car Intake** — for vehicles entering the facility for the first time
* **Pickup / Delivery** — for handing a car off to or receiving it from the customer
* **Inspection** — for condition checks, walk-arounds, or periodic reviews
* **Photo Session** — for capturing marketing photos or documentation updates
* **Service** — for maintenance, detailing, or repair work
Each event type can have its own required steps, photo rules, checklist items, and signature requirements configured by your admin.
Pick the **date** and **time slot** for the event. The dialog shows available time slots for the selected day. If the event is happening right now, pick the current or next available slot.
**Expected result:** One time slot is selected and the chosen date is visible in the calendar area.
*The Create New Event dialog lets you pick the event type, date, time, and optional description.*
**Recurring events**
Toggle **Recurring event** on if this event should repeat on a schedule (for example, a monthly inspection). The system creates future events automatically based on the recurrence pattern you set.
Use the **Description** field to add context the team should see when they open this event — for example, "Customer requested white-glove delivery" or "Check driver-side door ding reported last week."
Click **Create Event** to schedule the session. The system creates the event and opens the **session detail page** where you or a teammate can complete each workflow step.
**Expected outcome:** You see a session page with the vehicle name, event type, and buttons to continue the walkthrough or review captured information.
*After you create an event, the session page is where your team completes photos, readings, checklists, and signatures.*
## Create a quick task from the car record
A **quick task** is a fast reminder tied to a car (and optionally a teammate). Use it when something small needs to happen soon—call the customer, pull the battery tender, or verify registration—without scheduling a full calendar event.
Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and click **View** on the vehicle.
On the car banner, click **Add**, then choose **Quick task**.
**Expected result:** A window opens with a large text box. The first line you type becomes the task title.
Type what your team should do. Examples:
* `Confirm battery tender is connected`
* `Call Alex about registration renewal`
**Tip:** Type **@** and start typing a teammate's name to assign the task to them. Type **@** and a customer or car name to link related records.
Press **Enter** to save the task quickly. Press **Shift + Enter** if you need a second line of detail in the same box.
Click **Advanced** below the text box to set:
* **Due date** and optional **due time**
* A different linked **car** or **customer** (the current car is usually pre-filled)
Click **Create** when you are ready.
**Expected outcome:** The task appears on the [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) page and in the car's **Activity Feed** so the assigned teammate can find it.
*Quick task is for short reminders. The first line is the title—use Advanced when you need a due date or a different assignee.*
**Quick task vs Create event**
**Quick task** is best for internal to-dos and fast follow-ups. **Create event** is best when you need a full appointment on the calendar with photos, checklists, or customer notifications. If you are not sure, start with a quick task—you can always schedule a full event later.
## Upload a document from the car record
Use **Upload document** when you already have a file (insurance card, registration, title scan) and want it stored on the **customer's** record with this car linked.
**Customer must be linked first**
**Upload document** is only available when the car has a linked customer. If the menu item is grayed out, link the owner first—see [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details).
Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and open a vehicle that already has a customer linked.
On the car banner, click **Add**, then choose **Upload document**.
**Expected result:** A window titled **Add New Document** opens with two choices.
* **Contract** — start from a template and send it for electronic signature. See [Send a contract for signature](/docs/contracts/send-a-contract-for-signature) for the full signing workflow.
* **General Document** — upload a file your team already has (insurance card, registration, invoice, etc.).
Click the option that matches your file.
If you chose **General Document**, select a document type (such as **Insurance** or **Registration**) or choose the option to upload without a type.
**Expected outcome:** A file upload window opens. Choose the file from your computer and save.
The document is stored on the customer record and linked to this car when applicable.
*Upload document stores files on the customer record. Choose Contract for e-sign templates, or General Document for insurance cards and other paperwork.*
## Start a quick photo session
Use **Quick photo** when you need to capture images right away without scheduling a full appointment first.
Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and open the vehicle.
Click **Add** on the car banner, then choose **Quick photo**.
**Expected result:** The app starts a photo walkthrough and takes you to the capture screen.
Follow each on-screen prompt. You may see options such as **Take Photo**, **Upload**, or **Not Applicable** for each step. Take the photos and readings your facility requires, then submit the session.
**Expected outcome:** New photos appear on the car record and a new entry shows in the **Activity Feed**.
*Quick photo skips the calendar and starts capturing images immediately. Use it when the car is in front of you and you only need photos—not a full scheduled event.*
## Continue work from the Activity Feed
When someone already scheduled or started work, you do not need to create a second event.
Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and open the vehicle.
On the right side of the page (or below **Vehicle Details** on smaller screens), look at the **Activity Feed** card. Each line is one scheduled, in-progress, or completed event.
**Why this matters:** Reopening an existing event prevents duplicate appointments for the same visit.
Click the activity row you need to open the session or event detail page.
**Expected result:** You can finish photos, readings, or signatures there.
If the status still says **Scheduled** or **In progress**, the work is not finished yet. Complete the remaining steps before telling the customer the job is done.
**Expected outcome:** Completed events show a checkmark and a **completed** label in the **Activity Feed**.
*Completed sessions appear in the Activity Feed with a checkmark. Your team—and the customer when notifications are on—can see that the work was finished.*
*The Activity Feed shows every event tied to this car. Click a row to continue work instead of creating a second event.*
*Use the Activity Feed to reopen a session instead of creating a duplicate event.*
**Need a brand-new appointment?**
Use **Add → Create event** when nothing appears in the Activity Feed yet, or when you are scheduling future work. To change the time on an existing event, use [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) or [Update, assign, or reschedule an event](/docs/schedule/update-assign-or-reschedule-an-event).
## Complete a session walkthrough
After you schedule an event—or when you open work that is already **In progress**—the session detail page walks your team through each required step in order. Follow these steps to finish the job and save everything to the car record.
From the car's **Activity Feed**, click the event row that shows **Scheduled** or **In progress**. You can also land here right after you click **Create Event** on a new appointment.
**Expected result:** The session page opens with the vehicle name, event type, status, and a button to continue the walkthrough (for example **Continue walkthrough** or **Start**).
Click the main action button on the session page. The app shows **Step 1 of X** at the top so you know how much work remains.
**Why this matters:** Each step is saved as you go. If you need to pause, you can close the page and return later—the status stays **In progress** until you submit.
For every step, choose the option that matches what you see in front of you:
* **Take Photo** — use your device camera to capture the required angle.
* **Upload** — choose an existing image from your device.
* **Not Applicable** or **N/A** — only when your facility allows skipping that step and the item truly does not apply.
Record odometer, fuel, tire pressure, or checklist answers when those steps appear. Take your time on damage photos—customers and insurers may review them later.
**Expected result:** The step counter advances (for example from **Step 2 of 8** to **Step 3 of 8**) after each step is saved.
Some event types ask for a customer, driver, or staff signature near the end of the walkthrough. Sign on screen with your finger or stylus, then confirm.
**Why this matters:** Signatures prove who accepted the vehicle condition or release at that moment in time.
If a step asks where the car is parked, pick the correct **zone** or **spot** on your floor plan—or choose **At vendor** when the vehicle left your building. See [Move a car](/docs/cars/move-a-car) if you need help with locations.
**Expected result:** The car banner on the record shows the new **Zone:** or **Spot:** after you submit the session.
When every required step is done, the session page shows a final review or **Submit** button. Scroll through captured photos and readings one last time, then submit.
**Expected outcome:** The event status changes to **Completed** in the **Activity Feed**. Photos, readings, and signatures are locked on the record—they cannot be edited after submit without admin help.
*After you submit, the Activity Feed shows Completed with a timestamp. That is your proof the walkthrough finished.*
**Do not tell the customer it is done too early**
If the Activity Feed still says **Scheduled** or **In progress**, the walkthrough is not finished. Complete and submit the session before you promise delivery, release, or billing for that visit.
## What happens during a session
Once an event is created, the session detail page guides your team through the configured workflow. Depending on the event type, you may see some or all of the following steps:
* **Photo walkthrough** — capture photos from required angles, document damage, and record video. The system enforces the photo rules your admin has configured for this event type.
* **VIN scanning** — scan the vehicle's VIN barcode to verify or auto-populate vehicle data.
* **Odometer reading** — record the current mileage for the event log.
* **Fuel level** — record the fuel gauge reading.
* **Tire pressure** — log tire pressure for each wheel.
* **Checklist items** — complete a custom checklist of condition or process items defined by your admin.
* **Damage documentation** — photograph and annotate any existing or new damage.
* **Signatures** — capture a digital signature from the customer, driver, or staff member.
* **Parking spot assignment** — assign or update the vehicle's parking location as part of the event flow.
## After the session
When all workflow steps are complete and the session is submitted:
* All captured photos, notes, signatures, and readings are **saved to the car record** and visible in the activity history.
* The event appears in the **Activity Feed** with a timestamp and summary.
* If the event type is configured to send notifications, the **customer receives an update** through their portal, email, or SMS.
* If a parking spot was assigned during the event, the car's **location is updated** on the facility map.
## Tips for smooth sessions
Sessions work best when your team prepares before starting:
* **Check your device** — make sure your phone or tablet has a charged battery, working camera, and stable internet connection before starting a photo walkthrough.
* **Know the event type** — each type has different required steps. Starting the wrong event type means you may need to redo work.
* **Complete the session promptly** — unfinished sessions stay open and can cause confusion. If you cannot finish, add a note explaining where you stopped so the next person can pick up.
* **Review before submitting** — once a session is submitted, the photos and data are locked. Check your work before hitting the final submit button.
## What success looks like
When a session is set up and finished the right way:
* The **Activity Feed** on the car record shows the event with the correct type (intake, inspection, delivery, and so on).
* Photos, readings, checklists, and signatures from the walkthrough are saved on the car record—not only on someone's phone.
* Completed work shows a **completed** status with a checkmark so your team knows nothing is left open.
* The customer receives an update when your facility has notifications turned on for that event type.
* Parking was updated during the session when the car moved—so [Move a car](/docs/cars/move-a-car) is not a separate guess later.
## Common mistakes to avoid
* Do not create a second event when one already appears in the **Activity Feed**. Reopen the existing row instead.
* Do not pick the wrong **event type**. Intake, inspection, and delivery workflows have different required steps—starting the wrong type means redoing work.
* Do not use **Quick task** when you need photos, checklists, or customer notifications. Quick tasks are internal reminders—use **Create event** for full sessions.
* Do not use **Create event** when you only need a fast photo. **Quick photo** starts capturing images immediately without scheduling a calendar slot.
* Do not submit a session before reviewing photos and readings. Submitted data is locked—fix mistakes before the final submit button.
* Do not try **Upload document** before a customer is linked. Link the owner first on the car record, then upload insurance or registration files.
## Troubleshooting
**Upload document is grayed out**
**Upload document** only works when the car has a linked customer. Link the owner first in **Vehicle Details**, then try again. See [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details).
**A session is stuck In progress**
Open the event from the **Activity Feed** and finish the remaining walkthrough steps. If you cannot continue, add an internal note explaining where you stopped so the next teammate can pick up. Ask a manager before abandoning a session that customers are waiting on.
**I do not see the event type I need**
Event types are configured by your team admin in [Settings > Events & schedule](https://www.carstoragesoftware.com/dashboard/settings/events). If a type is missing, ask your admin to create it.
**The photo walkthrough is not loading**
Make sure your browser has camera permissions enabled for the site. On mobile devices, check that the app has permission to access the camera and that no other app is using the camera at the same time.
**I started the wrong event type**
If you realize the event type is wrong before completing the session, you can close or abandon the session and create a new one with the correct type. Check with your admin about whether incomplete sessions need to be cleaned up.
**The customer wants a copy of the session**
If the customer has portal access, they can view their event history and photos from the customer portal. If they do not have portal access yet, see [Invite a customer to the portal](/docs/contacts/invite-a-customer-to-the-portal).
## What to do next
* After intake, assign parking with [Move a car](/docs/cars/move-a-car).
* Update insurance or plate details with [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details).
* Review completed work in [Review car activity, notes, and photos](/docs/cars/review-car-activity-notes-and-photos).
* When a customer calls with questions, use the phone-call path in the [Cars overview](/docs/cars/overview).
## Related topics
- [Cars overview](/docs/cars/overview.md)
- [Move a car](/docs/cars/move-a-car.md)
- [Use the Move Car page](/docs/cars/use-the-move-car-page.md)
- [Record battery care and vehicle readings](/docs/cars/record-battery-care-and-vehicle-readings.md)
- [Send a car to a vendor location](/docs/cars/send-a-car-to-a-vendor.md)
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