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What you will accomplish

You will create or update an event type—a reusable name and rules for one kind of work your facility does, such as Storage Intake, Vehicle Pickup, Detail Appointment, Maintenance, or Customer Tour. When you finish, staff can choose that event from Schedule or a car record. Who can see this controls whether customers see those events in the portal. If you also turn on Customers can book, they can pick a time themselves. This guide covers the first setup screen: name, description, who can use the event, and which workflow features are required. Scheduling hours, booking options, messages, photos, and resources have their own guides linked at the end.

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Before you start

  • Confirm you have admin access. Most event type settings are managed from Settings > Services & schedule.
  • Write down the service or workflow name customers and staff will understand.
  • Decide who should see this event — Team, Customer, or Both — and whether customers should be able to book it themselves.
  • Know the usual appointment length, availability, and reminder needs.
  • If the event needs photos or resources, you can add those during setup or come back later.

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Open Services & schedule

Go to Settings > Services & schedule. The Services & event types section shows each service as a card in a searchable grid. Each card shows the service name, whether customers can see or book it, and buttons to Set up (guided editor) or Advanced (full settings page).
Set up vs AdvancedSet up walks through one section at a time—good for your first event type. Advanced opens every section on one long page—faster when you already know where a setting lives (for example Photo Documentation or Notification Settings).
The same page also includes Service plans, Create event screen layout, and Subscribe to your schedule. Scheduling hours, customer messages, photo rules, and closed days live on other settings pages—this guide focuses on event types first.
Service plans stepService plans are checks, not just calendar events. Turn on Engine start on the Details step if staff should confirm the engine started—same as odometer, fuel, or tire pressure. After Details, the wizard Service plans step lets you pick extra checks that finishing this event should also credit, and — if this event has a checklist — map any checklist row to those checks. Completing this event type always fulfills its own check. Calendar visits still generate when a plan item is this event type—see Set up service plans.
Services and schedule settings page showing event type cards in a grid with Set up and Advanced buttons
The Services & schedule page shows your services as cards. Search the list, drag cards to reorder, or click Add a service to create a new one.
Close-up of event type cards showing service names, customer access badges, and Set up and Advanced action buttons
Each card shows whether the service is Customers can book, Customers can see, or Team only, plus Set up (guided) and Advanced (full editor) buttons.

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Create a new event type

1

Click Add a service

In the Services & event types section, click the dashed Add a service tile.Expected result: The guided setup wizard opens at the first step.
2

Enter the service name

Type the name staff should choose when they schedule or start this kind of work.Good names are short and clear, such as Storage Intake, Detail Appointment, Vehicle Pickup, or Annual Inspection.
3

Add a plain-English description

Explain when this event should be used.Example: “Use this when a customer drops off a car for long-term storage.”This helps new teammates choose the right event type without asking someone else.
4

Choose a color and icon

Pick a color and icon that make the event easy to recognize in lists and calendars.The color and icon do not change how the event works. They only make it easier to spot.
5

Continue through the wizard

After Details, the Service plans step asks which extra checks finishing this event should also credit. If the event has a checklist, you can also map any checklist row to those checks. Completing this event type always clears its own check. Engine start, mileage, fuel, and tire pressure are credited automatically when those fields are filled in on the event.Then follow the remaining steps for scheduling, photos, notifications, and other settings—or click Advanced at any time to jump to the full editor.Expected result: When you finish, the new service appears as a card on Services & schedule and staff can use it on Schedule.
Dashed Add a service tile on the Services and schedule page
Click Add a service to start the guided wizard for a new event type.
Guided event type wizard showing Name, Description, Tags, Color, and Icon fields on the first step
The guided wizard walks you through each part of setup. You can switch to Advanced at any time for the full settings page.

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Edit the event type settings

You can edit a new or existing event type from Settings > Services & schedule by clicking Set up (guided editor) or Advanced (full settings page) on the service card.
Edit Event Type page showing Basic Information, Access and Status, and feature settings
The edit page controls who can use the event type, whether it is active, and which workflow features are required.
Edit Event Type page showing Who can see this Team, Customer, and Both choices plus Customers can book and Active toggles under Access and Status
Use Who can see this to choose Team, Customer, or Both. Keep Active on when staff should use the event today.
Edit Event Type page showing Require Approval toggle and Designated Approver dropdown in Access and Status
Require Approval holds customer bookings until staff confirm them. Add a Designated Approver when team bookings should need a manager’s sign-off too.
Edit Event Type page showing Access and Status toggles and Features section with workflow switches
Scroll past Access & Status to review Features—each switch adds a step staff complete during the visit (odometer, fuel, parking, and more).
Edit Event Type page showing When this event completes options including Ask where the car is going with parking spot or zone checkboxes
Under When this event completes, choose Ask where the car is going when staff should record a parking spot or zone at the end of intake or drop-off. See Assign parking during a Schedule event.
1

Review Basic Information

Confirm the Event Type Name, Description, Tags, Color, and Icon.Some default event types cannot be renamed. If a field is disabled, that means the system protects that default event name.
2

Set Who can see this

Choose Team, Customer, or Both.
  • Team — Staff only. Customers will not see this event in the portal and will not get emails, texts, or push notifications about it.
  • Customer — The customer this event is for can see it in the portal and get the usual event messages.
  • Both — Your team and the customer can see it.
Use Team for internal work, such as staff-only inspections, lot moves, or admin tasks. Hidden events stay on the staff calendar.
3

Set Customers can book

Turn Customers can book on only when customers should pick a time themselves.Staff can always schedule the event even when this is off. Turning booking on locks Who can see this to Both — Team and Customer stay visible as locked placeholders until you turn booking off.
4

Confirm Active is turned on

Active means the event type can be used now.Turn Active off only when you want to stop using the event type for new events while keeping past history.
5

Turn on Require Approval when customers book online

In Access & Status, find Require Approval.Turn this on when a manager should review customer booking requests before they appear as confirmed on Schedule.Why this matters: Without approval, customer bookings may go straight to the calendar. With approval, they wait in Needs Approval until staff accept them. See Approve or decline customer booking requests.Optional: choose a Designated Approver (optional) if one person should always approve this service. Leave None — team members auto-approve if staff bookings should not need approval.
6

Choose important workflow features

Turn on only the switches your team truly needs. Each one adds a step during the event.Expected result: Only the fields your process needs appear when staff run the event.When this event completes offers three choices for vehicle events, and you pick one:
  • Leave the car where it is — nothing changes about the car’s location.
  • Ask where the car is going — staff choose a destination and the car moves there. Use the checkboxes underneath to limit which destinations they can pick.
  • Mark it as gone — no prompt at all: the car’s spot is freed and its vendor cleared. This applies however the event is completed, including dragging it to Completed on the calendar, which makes it the simplest option for pickups and departures.
7

Set the Event Scope

Choose what the event connects to:
  • Vehicle - use when the event is about a specific car.
  • Customer - use when the event is about a customer but not one car.
  • Facility - use for internal events that do not need a customer or car.
The scope matters because it decides what information the app asks for when someone creates the event.
8

Set Scheduling options

In the Scheduling section, set the days and times when this event can be booked.Duration, buffer time, notice time, capacity, and service choices are handled in Booking Options. For a full walkthrough, use Configure scheduling and booking options.
9

Wait for changes to save

The Edit Event Type page saves automatically as you work. Look for Saving… or Saved near the top of the page.When you are finished, click Back to return to Settings > Services & schedule.Expected result: The event type is ready for your team to use on Schedule and Create event.
Edit Event Type page Access and Status section showing Require Approval toggle and Designated Approver dropdown
Turn on Require Approval when customer bookings should wait for staff review before they are confirmed on the calendar.
Edit Event Type page scrolled to Scheduling, showing available days and time ranges
Scheduling controls the days and times when this event can be booked.

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Understand the Services & event types cards

Before you edit one event type, it helps to read the card grid on Settings > Services & schedule.
Reorder event types by draggingAdmins can drag service cards to change the order they appear in dropdowns and on the Create Event screen. The list saves automatically after you drop a card.
Quick Task vs Calendar BlockQuick Task is for lightweight reminders staff capture on the fly. Calendar Block holds time on the calendar so nothing else can be booked in that slot. Neither replaces Set closed days for events for whole-facility holidays.

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What success looks like

After you save the event type:
  • It appears in the Services & event types grid on Settings > Services & schedule.
  • Staff can select it when creating events or appointments.
  • If Who can see this is Customer or Both, scheduled events of this type appear in the customer portal.
  • If Customers can book is on, customers can request it from customer-facing booking pages.
  • The event asks for the right customer, car, photos, checklist items, or resources based on your settings.

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Tips for clear event types

  • Use names that match how your staff talks every day.
  • Create separate event types when the steps are different. For example, Vehicle Pickup and Vehicle Delivery usually deserve separate setups.
  • Keep customer-facing event names friendly and easy to understand.
  • Turn on only the requirements you truly need. Too many required fields can slow staff down.

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Troubleshooting

I do not see Add a serviceYou may not have admin permission. Ask a team admin to review your role in Settings > Team.
Appointment stays Pending approvalIf Require Approval is on, customer bookings stay Pending approval until staff approve them. See Approve or decline customer booking requests.
Customers cannot see the eventOpen the event type and make sure Who can see this is Customer or Both, and Active is turned on. Also confirm the event scope is not Facility, because facility-only events are internal. If they should be able to pick a time themselves, also turn on Customers can book.
Staff cannot schedule the eventCheck whether Active is turned on. Then review the scheduling settings, availability, closed days, and any required resources that may block the time.
The event asks for the wrong informationReview Event Scope first. If the event is set to Vehicle, the app expects a car. If it is set to Customer, it expects a customer but not a car.

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What to do next

If customers or staff will book this event on the calendar, continue with Configure scheduling and booking options. If your facility bundles recurring care, see Set up service plans. If the event needs required photos, continue with Configure photo rules and Configure walkthrough photo defaults. If the event depends on limited capacity, continue with Set up bookable resources. When the basics are saved, run Test an event setup before you choose Customer or Both for real customers.