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.

What you will accomplish

You will schedule or open a session tied to one car. When the workflow is finished, photos, readings, notes, and signatures are saved on that car's record and show up in the Activity Feed on the car detail page.

Expected outcome: Your team—and the customer, when notifications are turned on—can see what work was planned, what was completed, and what still needs attention.

When to start a session

• Intake — a vehicle is arriving for storage or service and you need photos and condition notes.
• Inspection or walkthrough — you are documenting condition before or after storage.
• Pickup or delivery — the customer is receiving or returning the vehicle.
• Any custom event type your facility configured (detailing, transport, seasonal service, and so on).

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 from the Cars list using Create New Car → With Photos — see the Add a car guide for details.

Ways to start work on a car

You can begin new work from the Add menu on the car detail page, or you can reopen work that already appears in the Activity Feed. Both paths help your team document the same vehicle without creating duplicate records.

Schedule an event from the car detail page

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

1. Open the car record

   Go to the Cars page and click View on the vehicle that needs the event.

   Expected result: The car detail page opens with the vehicle name, Vehicle Details, and Activity Feed visible.

2. Open the Add menu

   In the top-right area of the car banner (over the photo), click the Add button. A menu opens with several choices.

   Why this matters: Create event schedules future work. Quick photo starts a photo walkthrough immediately without going through the full scheduling calendar first.

   

3. Choose Create event

   Click Create event. The Create New Event dialog opens with this car already selected.

   Expected result: You see fields for event type, date, time, and description.

4. Choose the event type

   Select the appropriate Event type from the list. 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

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

5. 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.

   Expected result: One time slot is selected and the chosen date is visible in the calendar area.

   

6. 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."

7. 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.

Create a quick task from the car record

A quick task is a fast reminder tied to a car (and optionally a teammate). Use it when something small needs to happen soon—call the customer, pull the battery tender, or verify registration—without scheduling a full calendar event.

1. Open the car record

   Go to Cars and click View on the vehicle.

2. Click Add → Quick task

   On the car banner, click Add, then choose Quick task.

   Expected result: A window opens with a large text box. The first line you type becomes the task title.

3. Describe what needs to happen

   Type what your team should do. Examples:

   • Confirm battery tender is connected
   • Call Alex about registration renewal

   Tip: Type @ and start typing a teammate's name to assign the task to them. Type @ and a customer or car name to link related records.

   Press Enter to save the task quickly. Press Shift + Enter if you need a second line of detail in the same box.

4. Use Advanced when you need a due date

   Click Advanced below the text box to set:

   • Due date and optional due time
   • A different linked car or customer (the current car is usually pre-filled)

   Click Create when you are ready.

   Expected outcome: The task appears on the Schedule page and in the car's Activity Feed so the assigned teammate can find it.

Upload a document from the car record

Use Upload document when you already have a file (insurance card, registration, title scan) and want it stored on the customer's record with this car linked.

1. Open the car record

   Go to Cars and open a vehicle that already has a customer linked.

2. Click Add → Upload document

   On the car banner, click Add, then choose Upload document.

   Expected result: A window titled Add New Document opens with two choices.

3. Choose Contract or General Document
   • Contract — start from a template and send it for electronic signature. See Send a contract for signature for the full signing workflow.
   • General Document — upload a file your team already has (insurance card, registration, invoice, etc.).

   Click the option that matches your file.

4. Pick a document type (General Document)

   If you chose General Document, select a document type (such as Insurance or Registration) or choose the option to upload without a type.

   Expected outcome: A file upload window opens. Choose the file from your computer and save.

   The document is stored on the customer record and linked to this car when applicable.

Start a quick photo session

Use Quick photo when you need to capture images right away without scheduling a full appointment first.

1. Open the car record

   Go to Cars and open the vehicle.

2. Click Add → Quick photo

   Click Add on the car banner, then choose Quick photo.

   Expected result: The app starts a photo walkthrough and takes you to the capture screen.

3. Complete the walkthrough

   Follow each on-screen prompt. You may see options such as Take Photo, Upload, or Not Applicable for each step. Take the photos and readings your facility requires, then submit the session.

   Expected outcome: New photos appear on the car record and a new entry shows in the Activity Feed.

Continue work from the Activity Feed

When someone already scheduled or started work, you do not need to create a second event.

1. Open the car record

   Go to Cars and open the vehicle.

2. Find the event in Activity Feed

   On the right side of the page (or below Vehicle Details on smaller screens), look at the Activity Feed card. Each line is one scheduled, in-progress, or completed event.

   Why this matters: Reopening an existing event prevents duplicate appointments for the same visit.

3. Open the event

   Click the activity row you need to open the session or event detail page.

   Expected result: You can finish photos, readings, or signatures there.

4. Check the status

   If the status still says Scheduled or In progress, the work is not finished yet. Complete the remaining steps before telling the customer the job is done.

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.

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 Activity Feed 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

What to do next

• After intake, assign parking with Move a car.
• Update insurance or plate details with View and edit vehicle details.
• Review completed work in Review car activity, notes, and photos.