Repair Management Workflow

This guide walks you through the "Fixly Way" of managing a repair, from the moment a device enters your shop to the final invoice.

1. Intake: Creating a New Booking

When a customer brings in a device, the first step is to record the details in the system.

  • Access: Go to Repairs > Bookings and click New Booking.
  • Customer Info: Enter the customer's name, email, and phone number. If they are an existing customer, the system will link their history automatically.
  • Device Details: Select the Category, Model, and Fault from the dropdowns you configured in the "Categories and Models" section.
  • Verification: Enter the device's Serial Number or IMEI and record any security codes or patterns provided by the customer to ensure you can test the device.

2. Documentation: Printing Labels and Summaries

Once the booking is saved, you should generate the physical paperwork required for your shop floor.

  • Intake Label: From the booking list or the editor, select the "Print Label" action. This generates a small label with a barcode and the Ticket ID to stick onto the device.
  • Repair Summary: You can print or email a "Repair Summary" PDF for the customer, which serves as their receipt of drop-off and lists the initial estimate.

3. Technician Workspace: Managing the Repair

As work begins on the device, technicians use the booking editor to track their progress.

  • Internal & Customer Notes:
    • Internal Notes: Use these for technical details that only your team should see (e.g., "Mainboard has slight corrosion").
    • Customer Notes: These are visible to the customer on their tracking page. Use these to provide updates (e.g., "Part ordered, expected tomorrow").
  • Attaching Parts: Use the Parts section to link items from your inventory to the repair. The system will automatically deduct the quantities from your stock.
  • Status Updates: Change the status as you work (e.g., "Diagnosing," "Repairing," or "Completed"). Each status change can trigger an automated email to the customer.

4. Closing the Repair and Invoicing

After the repair is successfully tested and completed, you must finalize the financials.

  • Generating the Invoice: Once the booking is marked as "Completed," you can click the Generate Invoice button. This pulls all labor costs and parts used into a final bill.
  • Payments:
    • In-Store: If the customer pays at the counter, record the payment manually in the Payments section of the invoice.
    • Online: Email the invoice to the customer. They can pay via the secure link using Stripe or PayPal if you have those integrations enabled.
  • Archiving: Once paid, the booking is moved to your historical records, and the device is officially released to the customer.

5. Guest Tracking

Customers do not need to log in to see their progress. They can visit your site's /track-repair page and enter their Ticket ID and Serial Number to view live updates and their customer-facing notes.