7. Bookings from your website and chat

Who this is for: service advisers who take bookings. The public booking page works for any business with the Workshop module on. The AI receptionist on your website chat needs the Dealer Management add-on.

Where bookings come from

• Your public booking page. The link is on Bookings under "Your public booking page", with Copy link and Open. Put it on your website, socials and email signature. The customer fills in Your name, Phone, Email, Rego, Make, Model and Service type (Logbook service, General service, Inspection, Repair or Other). If you've published services they Choose a service. They Pick a day and Pick a time from your open slots (or give a Preferred date and Preferred time), add Notes, and press Request booking.
• The AI receptionist on your website chat (Dealer Management add-on). When a visitor wants a booking, it asks for their name, a phone or email, the vehicle, the kind of service and a day (morning or afternoon), then makes the same request. Its notes say "Booked by AI chat assistant". Once someone from your team replies in that chat, the receptionist stays quiet.

Either way it's a request, not a booking yet. Nothing is on the workshop board.

Where to find them

Sidebar Service › Workshop, tab Booking requests (open it→). With Dealer Management, the same list is also under Service › Dealer Management › Bookings. The full guide is Booking requests→.

• Across the top: Waiting on you (unconfirmed requests), In today, On the driveway and Confirmed ahead.
• Filters: All, Requests, Confirmed, On the driveway, Completed and Cancelled, plus a search.

Step by step

1. Confirm it. On a Requested booking, check the day works and press Confirm. BuildTrack finds the customer by email or phone, or adds them. If Customer Messaging is connected, they get a booking confirmation. If it isn't, the message says nothing was sent, so ring them.
2. Check in when the car arrives. Press Check in (on a Requested or Confirmed booking). It makes the workshop job and opens it:

• type Service, titled with the service and the customer's name;
• the customer, and the vehicle (found by rego; added if the booking gave a make or model, otherwise the job has no vehicle until you add one);
• their notes and requested time in the description;
• if they asked for a day, Scheduled Start on that day and time (a picked time is kept; "morning" or "any" starts at 9:00 am, "afternoon" at 1:00 pm), so the job is Booked. With no day, it's a Draft;
• estimated hours by service type: Logbook 3, General 2, Inspection 1, Repair 2, Other 2.

The booking moves to Arrived ("On the driveway") and shows Open job.

3. Run the job. Start with the check-in inspection (Workshop jobs course lesson 3).
4. Not coming? Press Cancel. The customer isn't told automatically.

A booked-in job has no sales order

Its parts and labour go on the job itself (+ Add Part, + Add Task). When it's Ready, Raise invoice builds a draft from them (lesson 6). Extra work found on the hoist: lesson 5.

Where it ends

The booking is Arrived and its job is on the workshop board. That's the end of the course: next, the quiz.