Use photo rules when your team needs consistent proof of a vehicle's condition, completed work, or damage. Photo rules help staff know exactly which pictures to take during a workflow.

For example, a storage intake event may require photos of the front, rear, driver side, passenger side, odometer, VIN, and any existing damage. A detail event may require before-and-after photos.

Photo rules are configured inside an event type from Settings > Events & schedule.

Before you start

• Choose the event type that should require photos.
• List the vehicle areas your team should document, such as front, rear, driver side, passenger side, interior, odometer, VIN, or trunk.
• Decide which photos are required and which are optional.
• Decide whether staff should also record damage photos, videos, odometer, fuel level, or tire pressure.
• Make sure you have admin access to edit event type settings.

Open the event type

1. Go to Settings > Events & schedule.
2. Find the event type that needs photo requirements.
3. Click Edit.
4. Scroll to Photo Documentation.

Understand zones and parts

Add photo zones

1. Click Add Zones

   In Photo Documentation, click Add Zones.

   A window named Add Zones to Event opens.

2. Search for an existing zone

   Type the zone name, such as Front, Rear, Interior, or Driver Side.

   If the zone already exists, select it from the list.

3. Create the zone if it is missing

   If you type a new zone name, the app shows an option to create it. Click Create "[zone name]".

   Use simple names your staff will recognize in the field.

4. Add all needed zones

   Repeat the same process for each broad area you need documented.

   When you are finished, click Done.

Add photo parts to each zone

1. Open a zone

   In Zone & Part Photo Requirements, open the zone you want to configure.

2. Click the add button for that zone

   Use the zone's add option to add parts. The app opens a window named Add Parts to Zone.

3. Search for or create the part

   Type the part name, such as Bumper, Odometer, VIN Plate, Front Seat, or Existing Damage.

   Select an existing part or create a new one if needed.

4. Choose required or optional

   Mark important photos as required so staff cannot finish the event without them.

   Use optional photos for helpful images that are not always needed.

5. Add notes if staff need guidance

   Add short instructions when a photo needs a specific angle or detail.

   Example: "Make sure the odometer reading is clear and readable."

Turn on extra documentation if needed

Some event types need more than regular photos. On the edit page, review these related options:

• Damage Rules - set minimum photo or video requirements when damage is found.
• Odometer Reading Required - require staff to enter mileage.
• Fuel Level Required - require staff to record fuel level.
• Tire Pressure - capture tire pressure for all four tires.
• Video Upload - allow staff to upload videos during the event.

Save and test the event

1. Click Save Changes

   After adding zones, parts, notes, and requirements, click Save Changes at the bottom of the event type page.

2. Start a test event

   Start a test event from a car record or create a test appointment from Schedule.

3. Confirm staff see the prompts

   Walk through the event and confirm the photo prompts appear in the order you expect.

4. Adjust anything confusing

   If a prompt is unclear, return to the event type and rename the zone, rename the part, add a note, or change required versus optional.

Photo rules page

The Photo rules page is mainly for reviewing photo rules and turning on AI photo checks when your team uses them. Most teams create and organize the required photo prompts from the event type edit page.

What success looks like

After photo rules are saved:

• Staff see clear photo prompts during the event workflow.
• Required photos must be completed before the event is finished.
• Photos are attached to the correct vehicle or event record.
• Your team has stronger proof of vehicle condition, work completed, or damage found.

Tips for better photo rules

• Use short names like Front, Rear, Interior, and Odometer.
• Put photos in the order staff naturally walk around the car.
• Require only the photos your team truly needs every time.
• Add notes for photos that are often taken incorrectly.
• Test the workflow on a phone if staff will capture photos from mobile devices.

Troubleshooting

What to do next

If the event can only happen when a bay, lift, room, staff member, or piece of equipment is available, continue with Set up bookable resources.