Service Module

SERVICE AND WORKSHOP MANAGEMENT MODULE: TECHNICAL OPERATIONAL EXCELLENCE

For a fleet or authorized service, the most critical unit is the Service Module, the heart of the operation. This module manages the entire process, from a vehicle's entry into the service door to its passage through the final quality control test and delivery, with mechanical precision. It completely eliminates paper forms, lost invoices, and the uncertainty of "which part was installed where."

1. END-TO-END WORK ORDER MANAGEMENT

The cornerstone of service operation is the work order. The system tracks each request with a unique work order number.

• Digital Recording and Acceptance: When a vehicle arrives for service, an external inspection (body scratches, fuel level, etc.) is performed via tablet, and customer/fleet manager approval is obtained digitally.
• Complaint and Request Matching: Driver complaints (e.g., "noise from the front suspension") and the technician's actions are linked together in the system.
• Work Order Status Tracking: Instant workflow is monitored with statuses such as "Pending," "Waiting for Parts," "Under Repair," "Test Drive," and "Completed."

2. PERIODIC MAINTENANCE AND PREVENTIVE INTERVENTION

Don't wait for the breakdown, anticipate it. The service module works on a calendar and usage basis to extend the mechanical life of vehicles.

• Dynamic Maintenance Planner: Kilometer, operating hour, or day-based periodic maintenance cards are created. The system automatically generates appointment requests for vehicles approaching maintenance time.
• Heavy Maintenance Management: Offers special projections for large-scale operations such as timing belt, transmission overhaul, and engine rectification.
• Retroactive Maintenance History: All past history, up to which brand of oil the vehicle used at which service 5 years ago, can be accessed with a single click.

3. SPARE PARTS AND STOCK MANAGEMENT

The workshop's biggest asset is the parts in stock. The module manages your warehouse like a bank vault.

• Barcode and QR Code Integration: Each part (filters, brake pads, sensors) enters the system with a barcode and exits with a work order. With handheld terminal support, stocktaking takes seconds.
• Critical Stock Alerts: When the stock level falls below the specified limit, the system automatically creates a purchase request.
• Part Equivalent Management: Price/performance comparison and stock tracking of aftermarket or equivalent parts compatible with the original part.

4. TECHNICIAN AND LABOR EFFICIENCY

What determines service capacity is "man/hour" performance.

• Technician Assignment: The work order is automatically or manually assigned according to the technician's area of expertise (electrical, mechanical, bodywork).
• Time Study: The technician scans the barcode when starting and finishing the job. Efficiency is reported by comparing the "standard repair time" with the "actual repair time."
• Skill Scoring: Technician-based return (re-work) rates are tracked. Vehicles that return shortly for the same fault trigger a warning in the system.

5. WARRANTY AND INSURANCE FILE MANAGEMENT

Invoicing the financial burden to the right place is the key to financial health.

• Manufacturer Warranty Tracking: Part-based warranty periods are tracked. The processes of invoicing the manufacturer for parts replaced under warranty (claim management) are carried out through the system.
• Insurance and Auto Insurance Integration: An insurance file is opened for accident repairs; expert reports, approved parts lists, and payment tracking are done within the module.
• Recourse Processes: The necessary evidence files for recourse to the relevant supplier for damages caused by faulty parts or workmanship are archived here.

6. EXTERNAL SERVICE AND SUBCONTRACTOR TRACKING

External service processes are managed for operations that cannot be performed in your own workshop (e.g., pump overhaul, special upholstery repair).

• External Labor Tracking: The vehicle's external service round trip process, external service cost, and markup calculations.
• Supplier Performance: The delivery time and quality scoring of external services.

7. COST ANALYSIS AND PROFITABILITY REPORTS

Service should not be a cost center, but a profit center.

• Profitability Per Work Order: Analysis of parts cost + labor cost + overhead share vs. invoice amount.
• Workshop Occupancy Rate: Percentage of service capacity utilization on a daily, weekly, and monthly basis.
• Lost Time Analysis: Determination of idle times due to waiting for parts or waiting for approval.

8. QUALITY CONTROL AND DELIVERY PROCESS

The final stage that reduces the margin of error to zero when the repair is finished.

• Check-list Application: Before the vehicle is delivered, the work order cannot be closed unless the standard checks (oil level, lug nut tightness, headlight adjustment, etc.) are approved in the system.
• Customer/Driver Information: When the repair is finished, an automatic SMS or e-mail notification "Your Vehicle is Ready" is sent to the relevant person.
• Digital Archive: Photos of the replaced old parts and a detailed breakdown of the operations performed are presented to the customer digitally.

9. MOBILE SERVICE AND ROADSIDE ASSISTANCE

Fully integrated mobile infrastructure for field teams.

• Field Team Management: Location of roadside assistance vehicles and directing the nearest team to the broken-down vehicle.
• Mobile Work Order: The technician instantly transmits the operations performed and the parts used in the field from the tablet to the center.

10. LEGAL LEGISLATION AND OHS COMPLIANCE

Management of risks in the workshop environment.

• Waste Management: Legal recording of waste oil, battery, and part disposal forms in accordance with legal regulations.
• Equipment Calibration: Tracking of periodic calibration and inspection dates of service equipment (lifts, compressors, measuring devices).