Sessions and events are how your team documents work around a vehicle. Whether you are receiving a car for the first time, preparing it for delivery, performing a routine inspection, or running a custom service workflow, starting an event on a car record creates a structured, timestamped log of everything that happened.

Before you start

• The car record must already exist. If it does not, add the car first.
• Know what type of event your team is performing (intake, pickup, delivery, inspection, photo session, or a custom type configured by your admin).
• If the event requires photos, signatures, or a checklist, confirm your device has a working camera and internet connection.
• If this is a new car intake with photos, you can also start the process directly from the Cars list using Create New Car → With Photos — see the Add a car guide for details.

Schedule an event from the car detail page

The most common way to start a session is from the car's detail page using the Event button.

1. Open the car record

   Go to the Cars page and click the vehicle that needs the event. The car detail page opens.

2. Click Event

   In the top-right area of the car detail page, click the Event button. This opens the Create New Event dialog.

   

3. Choose the event type

   In the Create New Event dialog, select the appropriate Event type from the dropdown. Your facility admin configures which event types are available. Common types include:

   • New Car Intake — for vehicles entering the facility for the first time
   • Pickup / Delivery — for handing a car off to or receiving it from the customer
   • Inspection — for condition checks, walk-arounds, or periodic reviews
   • Photo Session — for capturing marketing photos or documentation updates
   • Service — for maintenance, detailing, or repair work
   • Other — a general-purpose event for anything that does not fit the above

   Each event type can have its own required steps, photo rules, checklist items, and signature requirements configured by your admin.

4. Set the date and time

   Pick the date and time slot for the event. The dialog shows available time slots for the selected day. If the event is happening right now, pick the current or next available slot.

   

5. Add a description (optional)

   Use the Description field to add context the team should see when they open this event — for example, "Customer requested white-glove delivery" or "Check driver-side door ding reported last week."

6. Click Create Event

   Click Create Event to schedule the session. The system creates the event and opens the session detail page where you or a teammate can complete each workflow step.

   Expected outcome: You see a session page with the vehicle name, event type, and buttons to continue the walkthrough or review captured information.

What happens during a session

Once an event is created, the session detail page guides your team through the configured workflow. Depending on the event type, you may see some or all of the following steps:

• Photo walkthrough — capture photos from required angles, document damage, and record video. The system enforces the photo rules your admin has configured for this event type.
• VIN scanning — scan the vehicle's VIN barcode to verify or auto-populate vehicle data.
• Odometer reading — record the current mileage for the event log.
• Fuel level — record the fuel gauge reading.
• Tire pressure — log tire pressure for each wheel.
• Checklist items — complete a custom checklist of condition or process items defined by your admin.
• Damage documentation — photograph and annotate any existing or new damage.
• Signatures — capture a digital signature from the customer, driver, or staff member.
• Parking spot assignment — assign or update the vehicle's parking location as part of the event flow.

Open a session that already exists

If someone already created an event, you can pick up where they left off.

1. Open the car record

   Go to Cars and open the vehicle.

2. Find the event in Vehicle Activity

   Near the top of the page, look at Vehicle Activity. Each row is one past or upcoming event.

3. Open the session

   Click the event row or its Open action. The session detail page opens so you can continue the walkthrough or review what was saved.

   Expected outcome: You see the same session page shown above, with the correct status (for example, scheduled or in progress).

Start a new session from Vehicle Activity

You can also schedule work from the activity area when you are already on the car page:

1. Scroll to Vehicle Activity

   On the car detail page, find Vehicle Activity.

2. Click Schedule

   Click Schedule to open the Create New Event dialog with this car already selected — the same form as the Event button in the header.

3. Finish creating the event

   Choose the event type, time, and notes, then click Create Event as described above.

After the session

When all workflow steps are complete and the session is submitted:

• All captured photos, notes, signatures, and readings are saved to the car record and visible in the activity history.
• The event appears in the Vehicle Activity timeline on the car detail page with a timestamp and summary.
• If the event type is configured to send notifications, the customer receives an update through their portal, email, or SMS.
• If a parking spot was assigned during the event, the car's location is updated on the facility map.

Tips for smooth sessions

Troubleshooting