> ## 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.
# Test an event setup
> Confirm an event type works correctly before customers or staff rely on it.
## What you will accomplish
You will run a short practice appointment so you can see the event the same way your team and customers will see it. When you finish, you will know whether the event name, time slots, messages, photos, and resources are ready for real use.
Use this guide after you create or change an event type. Testing catches problems early—confusing names, missing fields, wrong hours, reminders that send at the wrong time, or bays that still allow double booking.
Testing is especially important when customers can book the event themselves.
## Before you start
* Finish the basic event type setup in [Configure event types](/docs/events/configure-event-types).
* Review scheduling and options in [Configure scheduling and booking options](/docs/events/configure-scheduling-and-booking-options).
* Add closed days if needed with [Set closed days for events](/docs/events/set-closed-days-for-events).
* Review customer messages with [Set up event notifications and reminders](/docs/events/set-up-event-notifications-and-reminders).
* If the event requires proof, review [Configure photo rules](/docs/events/configure-photo-rules).
* If the event needs a bay, lift, room, or staff member, review [Set up bookable resources](/docs/events/set-up-bookable-resources).
## Use a safe test record
Use a real-looking test customer or vehicle when possible. This helps you see the same fields staff will see later.
**Do not test with a live customer appointment unless you mean to**
If your team uses customer notifications, saving an appointment may send emails or texts. Use a test customer, turn off customer-facing messages on the event type, or clearly label the appointment as a test in the description.
## Create a test appointment from Schedule
This is the fastest way to see how the event behaves on your calendar.
In the left sidebar, click **Schedule**, or go directly to [Schedule](https://www.carstoragesoftware.com/dashboard/schedule).
**Expected result:** You see your calendar with colored appointment blocks for the days your team already has work scheduled.
Click **Schedule Event** in the top-right area of the page.
**Expected result:** A window titled **Create New Event** (or **Schedule Event**) opens.
Open the **Event type** list and select the event you are testing.
Check that the name is easy to recognize and not too similar to another event type on the list.
If the event is about a vehicle, search for and select a test car.
If the event is about a customer only, select a test customer.
If the event is for the whole facility (for example, a calendar block), the form should not require a customer or car.
**Expected result:** The correct name appears in the vehicle or customer field before you pick a time.
If you created booking options (for example, Basic Detail or Premium Detail), pick one and confirm the option names make sense to a new staff member.
If no option field appears, your team may use one default length for that event type.
Pick a date on the calendar, then look at the highlighted time slots.
Confirm the slots match your **Scheduling** hours, **closed days**, **minimum notice**, **buffer time**, and any **resource** rules.
Try a date that should be open and, if you can, a date that should be closed. The closed date should show fewer or no slots.
In **Description**, type something obvious such as **TEST – event setup check**. This helps your team spot and remove the appointment later.
Review the event type, customer or vehicle, date, time, and notes. Then click **Create Event**.
**Expected result:** The window closes and a new colored block appears on the calendar at the time you chose.
*Use Schedule Event to test the same form your team uses every day. Check that the right fields appear and that time slots look correct.*
*After you save a test appointment, it should appear on the calendar like other real work. Look for the correct color, time, and vehicle or customer name.*
## Check the event on the calendar
After saving, stay on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) and review the appointment you just created.
* The event appears on the correct date and time.
* The event type name and color are easy to recognize.
* The right customer, vehicle, or facility information is attached.
* The assigned staff member, if any, is correct.
* The appointment length on the calendar looks right for the work (not too short or too long).
Click the appointment block if your team uses that to open details. Confirm the description shows your **TEST** note.
## Open the event workflow from Schedule
If your event type uses photos, checklists, or other steps during the visit, confirm staff can start that workflow from the calendar.
On [Schedule](https://www.carstoragesoftware.com/dashboard/schedule), click the colored block for your test event.
**Expected result:** A detail panel opens on the right (or a dialog) showing the event name, time, customer, vehicle, and status.
If this event type has a linked workflow, you should see an **Open Event** button.
**Why this matters:** Technicians use **Open Event** to take photos, complete checklists, and mark work finished—not just read the calendar block.
Click **Open Event** and confirm photo prompts or checklist items appear in the order you expect.
For day-to-day help, see [Run event workflow from Schedule](/docs/schedule/run-event-workflow-from-schedule).
*If **Open Event** appears, your team can run the full visit from [Schedule](https://www.carstoragesoftware.com/dashboard/schedule). If it is missing, review photo rules and event type settings.*
## Quick verification matrix
Use this table when you want a pass/fail check for each part of the setup.
| What you set up | How to test | Pass signal |
| - | - | - |
| Event name and color | Create appointment on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) | Block is easy to spot; name matches what staff expect |
| Scheduling hours | Pick an open weekday vs a day outside hours | Slots only appear during configured hours |
| Closed day | Pick a blocked holiday date on customer booking; on Schedule month view, look for the marked day | Customers see Unavailable; month view shows the closure |
| Booking option duration | Save appointment and check block length on calendar | Block length matches the option you chose |
| Minimum notice | Try booking "today" if notice is 1 day | Today has no slots; tomorrow may |
| Resource / amenity | Book two appointments same time, same bay | Second booking blocked or shows conflict |
| Notifications | Submit test with notifications on | Confirmation email/text arrives (use test contact) |
| Reminders | Schedule appointment 2+ days out | Reminder sends at configured time (check next day) |
| Require Approval | Submit customer booking with **Require Approval** on | **Needs approval** appears on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule); approve/decline works |
| Photo rules | Open event workflow from calendar | Required photo prompts appear in order |
| Require Approval | Customer books online or staff saves a test booking | Appointment shows **Pending approval** or **Needs Approval** on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) until approved |
| Customer booking | Use portal or website booking page | Customer sees service name and open times |
| Require Approval | Submit customer test booking, then open Schedule **Needs Approval** | Request stays pending until staff approve; count badge updates |
## Test Require Approval (when customers must wait for staff)
Skip this section if **Require Approval** is off for your event type. See [Configure event types](/docs/events/configure-event-types).
Open the event type from [Settings > Services & schedule](https://www.carstoragesoftware.com/dashboard/settings/events), click **Set up** or **Advanced**, and turn **Require Approval** on. Wait for **Saved** near the top of the page.
**Expected result:** New **customer** bookings for this service wait for staff before they are fully confirmed.
Create a test appointment the same way a customer would—portal, website booking, or **Schedule Event** using a customer record.
**Expected result:** The appointment saves with a **pending approval** status instead of jumping straight to **Scheduled**.
Go to [Schedule](https://www.carstoragesoftware.com/dashboard/schedule). Click **Needs approval** near the top of the page if that button appears.
*The **Needs approval** filter helps managers find customer requests waiting for a decision.*
**Expected result:** Your test booking appears in the list with a pending or approval-needed label.
Click the pending appointment to open the detail panel. Choose **Approve** or **Decline** and follow the on-screen steps.
*Approving confirms the time with the customer. Declining frees the slot and should notify the customer when messages are enabled.*
**Expected result:** After approval, the event moves to a normal **Scheduled** state. After decline, it no longer blocks the calendar as confirmed work.
For daily approval habits, read [Approve or decline customer booking requests](/docs/schedule/approve-or-decline-customer-booking-requests).
## Check the setup areas that affect the appointment
Use this checklist to confirm the event is ready before you tell customers or staff to use it.
Try a date that should be available and a date that should not be available.
**Expected result:** Open dates show time slots for customers. Closed days show **Unavailable** on customer booking—or a marked day on the [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) month view. Staff may still override from **Schedule Event** when a manager approves.
*Pick a holiday or whole-shop closed day in the test dialog. Customer-facing booking should show **Unavailable** or no selectable times.*
See [Set closed days for events](/docs/events/set-closed-days-for-events) for setup help.
If the event has options, open [Settings > Services & schedule](https://www.carstoragesoftware.com/dashboard/settings/events), click **Set up** or **Advanced** on the event type, and scroll to **Booking Options**.
Confirm each option has the correct duration, buffer, minimum notice, capacity, and **Active** status.
*Booking Options are one of the most important places to check before customers use a new event type.*
On the same event type edit page, scroll to **Notification Settings** and **Reminder Settings**.
Confirm the event uses the correct team defaults or custom settings.
If you do not want test messages to send, turn off customer email or text channels before testing with a real customer email or phone number. See [Set up event notifications and reminders](/docs/events/set-up-event-notifications-and-reminders).
If photos are required, open the test appointment on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) and run the workflow (see [Run event workflow from Schedule](/docs/schedule/run-event-workflow-from-schedule)). Confirm the prompts are clear and in a sensible order.
For setup help, see [Configure photo rules](/docs/events/configure-photo-rules).
If a resource is required (bay, lift, room, or staff), try to book a second appointment at the same time for the same resource.
**Expected result:** The app should block the conflicting time or show that the resource is not available.
## Test from a car record (optional)
Some events are started from **Cars** instead of Schedule. If your team uses that path, run this quick check too.
*From a vehicle record, open the **+ Add** menu and choose **Create event** when the visit is about that specific car.*
Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and open a vehicle that fits this event type.
At the top of the car page, click **+ Add**, then choose **Create event**.
**Why this matters:** Starting from the car record saves time—the app already knows which vehicle the visit is for.
Select the event type you are testing and pick a time slot.
Click **Create Event** and confirm the new event appears in **Vehicle Activity** on the car page.
**Expected result:** The car’s activity list shows the new event with the correct type and time.
For a full walkthrough of car-based events, see [Start a car session](/docs/cars/start-a-car-session).
## Test the customer-facing path when customers can book it
If **Who can see this** is **Customer** or **Both**, test the customer path too.
Open the event type from [Settings > Services & schedule](https://www.carstoragesoftware.com/dashboard/settings/events) and click **Set up** or **Advanced**. In **Access & Status**, confirm **Who can see this** is **Customer** or **Both**, and **Active** is on. If customers should pick a time themselves, also turn on **Customers can book**.
Still in **Access & Status**, check **Require Approval**.
* Turn it **on** if customers should wait for staff confirmation before the appointment is real.
* Turn it **off** if the booking should confirm as soon as the customer submits the form.
If you use a **Designated Approver**, remember that other team members’ bookings may also need that person’s approval—not just customer requests.
This may be the customer portal, a booking box on your website, a registration page, or a facility web page.
If you are not sure which page customers use, review [Facility Web Pages](/docs/facility-web-pages/overview) and [Choose the right public link](/docs/facility-web-pages/choose-the-right-public-link).
Confirm the event name and description make sense to a customer who has never used your software before.
Avoid internal shorthand unless your customers already use those words.
Confirm available times match what you expect from your scheduling test.
If this is only a visual check, stop before submitting the booking.
If you submit the booking, label it as a test and cancel it after you finish.
## Clean up after the test
Find the test appointment on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule).
Remove the test appointment so staff do not treat it like real work.
For steps, see [Cancel or delete a scheduled event](/docs/schedule/cancel-or-delete-a-scheduled-event).
If a name, field, reminder, or time slot was confusing, update the event type before real customers use it.
## What success looks like
After testing:
* The event type is easy for staff to choose from the list.
* The right customer, car, or facility fields appear when someone creates the event.
* Available times match your real operating process.
* Booking options have the correct duration, buffer, notice, and capacity.
* Closed days block the right dates.
* Messages and reminders are correct and not excessive.
* Photo prompts and resource rules appear when expected.
* Pending online bookings appear under **Needs Approval** when that setting is on—and staff can approve them.
* You removed or cancelled test appointments so the calendar stays accurate.
## Troubleshooting
**The event type is missing from Schedule**
Open the event type and confirm **Active** is turned on. If the event should be customer-facing, also confirm **Who can see this** is **Customer** or **Both**.
**The form asks for the wrong record**
Review **Event Scope** on the event type edit page. Use **Vehicle** for car-based work, **Customer** for customer-only work, and **Facility** for internal facility work.
**Available times look wrong**
Review **Scheduling**, **Booking Options**, closed days, minimum notice, buffer time, and resources. A slot may be hidden because one of those settings blocks it.
**A test message went to a real customer**
Contact the customer if needed and explain that it was a test. Then use a test customer record for future checks, or turn off customer messages before testing again.
**Staff see the event but customers do not**
Customers only see event types that are **Active**, set to **Customer** or **Both**, and linked to the correct public booking page. Check [Facility Web Pages](/docs/facility-web-pages/overview) if the portal or website path is missing the service.
**Appointment stays Pending approval**
If the event type requires staff approval before it is confirmed, that is expected. Pending requests appear under **Needs Approval** on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule). Review [Approve or decline customer booking requests](/docs/schedule/approve-or-decline-customer-booking-requests). Admins turn on **Require Approval** in [Configure event types](/docs/events/configure-event-types).
*When **Require Approval** is on, customer bookings wait here until staff approve or decline them.*
## What to do next
After the test works:
* Tell your team which event type to use and when to use it.
* If customers can book it, review the public-facing name and description one more time.
* Use [Create an appointment](/docs/schedule/create-an-appointment) to train staff on day-to-day scheduling.
* Use [Events overview](/docs/events/overview) to see how this event fits with your other setup guides.
## Related topics
- [Set up event notifications and reminders](/docs/events/set-up-event-notifications-and-reminders.md)
- [Set up event checklists](/docs/events/set-up-event-checklists.md)
- [Events overview](/docs/events/overview.md)
- [Set up service plans](/docs/events/set-up-service-plans.md)
- [Configure walkthrough photo defaults](/docs/events/configure-walkthrough-photo-defaults.md)
This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.