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Use this guide when your team follows the same steps for a job over and over.
Workflows is no longer a section on OperationsThe Workflows block used to live on Settings > Operations. That page now covers bays, odometer units, cars for sale, and parking audits. See Configure operations settings.To set up the services each checklist step uses, open Settings > Services & schedule. To run work on a specific day, open Schedule.If your facility already has a workflow, staff can still open it from a vehicle or a scheduled event. New facilities can start with clearly named services instead of a multi-step checklist.

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What you will accomplish

  • Plan a named process such as New Vehicle Intake or Vehicle Departure.
  • Link each step to a service from Settings > Services & schedule.
  • Set durations and optional delays between steps.
  • Test the checklist once on Schedule before asking the whole team to use it.
A workflow is a saved checklist. It helps staff do the right work in the right order. You might use a workflow for vehicle intake, vehicle departure, transport, detailing, or a special service package.

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When to use a workflow (and when not to)

  • Use a workflow when the same steps happen in the same order every time (intake, departure, transport handoff).
  • Use a single appointment when the job is one visit with no checklist—for example a one-hour detail with no follow-up steps.
  • Build services first in Settings > Services & schedule before you link them in a workflow.
Services and schedule settings showing service cards such as New Car Intake, Dealer Service, and Vehicle Drop Off
Create the services a checklist will use on Settings > Services & schedule before you try to chain them together.

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Before you start

  • You should be signed in as a team admin or manager.
  • Open Settings > Services & schedule and confirm each step already exists as a service.
  • Know the real-world process you want to turn into a checklist.

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Plan the workflow before you build it

Write the steps in plain English first. This keeps the setup simple. Example: New Vehicle Intake
  1. Confirm drop off
  2. Photo intake and condition check
  3. Assign first care task
Keep the first workflow smallStart with the steps staff must complete every time. You can edit the workflow later after your team uses it.

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Build the same process with services

Until a Workflows settings page returns, create each step as its own service, then book those services in order.
1

Write the steps in the order staff do them

Example for New Vehicle Intake:
  1. Vehicle Drop Off
  2. Photo intake and condition check
  3. Assign first care task
2

Create each step as a service

Open Settings > Services & schedule and add a service for every step that does not already exist.Use the same names you wrote down. Follow Configure services and schedule settings.
3

Book the first visit on Schedule

Open Schedule and create the first appointment (for example Vehicle Drop Off).Add the later visits on the same car when they should happen.Expected result: Staff see the same order you planned, one appointment at a time.
Already have a workflow?If your facility created a workflow before this settings change, staff can still open it from a scheduled event. Look for Open Event on Schedule. See Run event workflow from Schedule.

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Test the workflow on Schedule

Before you ask the whole team to use a new checklist, run it once on a sample vehicle or test event.
1

Create a test appointment

Open Schedule and follow Create an appointment for a test vehicle.Choose an event type that matches the first step of your workflow.
2

Open the event and click Open Event

Click the calendar block to open the event detail panel on the right.Look for Open Event near Edit Event at the top of that panel.Expected result: The floor workflow screen opens with the checklist steps you configured.
3

Walk through each step

Complete or skip optional steps the way a technician would on a real visit.Why this matters: Testing catches missing event types, wrong durations, or steps marked optional by mistake.
Schedule event detail panel showing Open Event button next to Edit Event for running a linked workflow
Open Event on Schedule is how staff run an existing checklist. See Run event workflow from Schedule.

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What success looks like

  • The workflow name matches how your team talks about the job.
  • Each step exists as an active service on Settings > Services & schedule.
  • Required steps are not marked optional.
  • A test event shows Open Event and the checklist opens correctly.
  • Staff know when to start the workflow from Schedule or a vehicle record.

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Helpful tips

Workflow is another word for a repeatable checklist.Some teams also say “SOP,” which means standard operating procedure. You do not need to use that term with your staff. A simple name like New Vehicle Intake is easier to understand.

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Troubleshooting

I cannot find Add workflow on OperationsThat section is no longer on Settings > Operations. Create each step as a service on Settings > Services & schedule instead.
The step duration does not look rightOpen that service with Set up on Settings > Services & schedule and review its duration.
Staff are skipping important workOpen the service with Set up and confirm staff know which visits are required. Keep names clear so people do not skip a step by accident.
Open Event does not appearNot every service uses a checklist. If your facility has an older workflow, confirm the scheduled event is linked to it and is not a simple Calendar Block. See Run event workflow from Schedule.

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What to do next

After your test run works, train technicians with Run event workflow from Schedule. If staff also need clearer progress labels, continue with Manage custom statuses and amenities.