Fleet and Vehicle Repair Request Management

Comprehensive Fleet and Auto Repair Service Scheduler

Online Repair Request Management and Odoo Fleet Integration

Description:

This module provides your service business with an efficient way to manage online customer requests for fleet, auto, and vehicle repairs directly integrated with Odoo’s standard Fleet and Repair apps. By utilizing a streamlined web portal, the application helps you receive repair requests, schedule appointments, track vehicle service history, and log technician timesheets. The app simplifies the entire repair process by automating backend record creation and presenting the data in a clear, user-friendly interface, enabling a seamless transition from customer inquiry to completed service and feedback.

Purpose of the Module:

The purpose of this module is to bridge the gap between customer-facing service requests and backend fleet maintenance operations. By leveraging direct inputs from your website, it enables customers to book services, upload attachments, and select available timeslots. This ensures accountability, accurate time tracking, and efficiency in handling vehicle repairs, while also helping you assess your team's performance through integrated customer feedback and detailed analysis reports.

Main Features

• Online Repair Requests & Scheduling:
  • Customers can submit repair requests directly via the website, including the ability to attach relevant images or documents, and schedule appointments by selecting from available advisor timeslots. This streamlines the intake process by allowing customers to manage their own booking needs independently.
• Dynamic Vehicle Linking:
  • The system enables customers to input vehicle details such as Year, Make, Model, and License Plate. It automatically cross-references the Odoo backend to link an existing fleet record by license plate, or it will intelligently prompt the repair manager to create a new vehicle record if a match is not found.
• Flexible Service Selection:
  • Customers are empowered to select multiple services for their vehicle during the request process. If a specific service does not have a predefined price in the backend, the system automatically guides the customer to select an "Ask Advisor for Pricing" option to ensure clear communication.
• Comprehensive Customer Portal:
  • The portal serves as a centralized hub where customers can track the progress of their repair requests. It also allows users to engage in direct communication with technicians via a built-in chatter feature, and provides the functionality to download or print service PDF reports directly from their account dashboard.
• Automated Backend Generation:
  • The system streamlines administrative tasks by instantly creating a unique repair request record and scheduling an appointment with an advisor in the Odoo backend immediately upon form submission. This eliminates the need for manual entry and ensures that the service team is alerted to new requests in real time.
• Team & Timesheet Management:
  • Repair Managers are provided with comprehensive tools to assign tasks and specific job orders to technicians. Technicians can effectively manage their active work orders, maintain direct communication with customers, and accurately log their working hours through integrated timesheets to ensure productivity is captured.
• Automated Feedback & Ratings:
  • Following the completion of a service, managers can finalize the repair request by closing it. This action triggers an automated email notification, allowing the customer to provide online feedback and service ratings regarding their experience.
• Detailed Visuals for Better Understanding:
  • Users can review the provided documentation and screenshots, as well as the associated video, to gain a deeper understanding of the fleet repair management flow in operation.

Scope of the Module

The Fleet Repair Request Management application significantly enhances Odoo native Fleet and Repair functionalities by creating a unified, automated ecosystem. It seamlessly bridges the gap between customer-facing interactions and internal operations, facilitating a smooth transition from appointment booking and task assignment to final service delivery and performance feedback. This comprehensive architecture is specifically engineered to support three distinct user roles the Customer, the Repair Manager, and the Repair User/Technician ensuring that each participant has the appropriate tools and visibility needed for their respective responsibilities.

Module Scope Includes:

• Process Automation:
  • The module fundamentally transforms manual workflows by automating the entire initiation process, where online web form submissions instantly trigger the creation of a unique repair request record and schedule corresponding advisor meetings in the Odoo backend. This automation effectively eliminates repetitive manual data entry, reduces the likelihood of administrative errors, and ensures that customer inquiries are immediately converted into actionable operational tasks without delay. By streamlining this connection, the system guarantees that no repair request is overlooked and that internal teams are prepared to handle new service demands the moment they are initiated.
• Team Support:
  • The application provides Repair Managers with an expansive, centralized toolkit to maintain rigorous oversight of all maintenance operations, including the capability to configure work orders, assign specialized fleet teams, and manage analytic accounts for precise financial tracking. Managers are empowered to oversee the entire lifecycle of a vehicle's repair order, from the initial diagnostic phase through to completion, ensuring optimal resource allocation and project management. This level of support ensures that management can effectively coordinate complex fleet repairs, track team productivity, and maintain high standards of operational efficiency across all active service projects.
• Quality Control:
  • The system establishes a robust framework for quality assurance by ensuring that every touchpoint ranging from initial customer communication and internal technician timesheet entries to final post-service feedback is meticulously captured, tracked, and documented. By consolidating these data points, the module actively prevents communication gaps between the customer, technicians, and management, fostering transparency throughout the entire repair process. Furthermore, the systematic tracking and reporting of service performance allow leadership to continuously monitor service quality, identify areas for improvement, and maintain long-term customer satisfaction.

Business Benefits:

• Customer Satisfaction:
  • The module significantly elevates the service experience by empowering customers with a convenient, self-service portal that allows for effortless appointment booking. Furthermore, it builds trust by offering transparent, real-time status tracking and providing a dedicated communication channel for direct interaction with the repair team.
• Transparency:
  • The application provides management with comprehensive, actionable visibility into key operational metrics, including detailed repair analysis reports and structured appointment slot scheduling. This transparency extends to internal performance monitoring, allowing managers to easily assess technician workloads and evaluate overall service quality through direct customer feedback and ratings.
• Efficiency:
  • The system drastically improves operational efficiency by automating the labor-intensive process of manually logging customer inquiries. By automatically generating the necessary Odoo records such as fleet data, advisor meetings, and repair orders immediately upon web form submission, the module minimizes administrative overhead and ensures rapid response times.

Supported Business Verticals / Industries:

This module is highly suitable for the automotive repair industry, vehicle dealerships, logistics and transportation companies, fleet management firms, and any service-based business that manages vehicle maintenance. Whether you are operating a local auto shop or managing repairs for a massive enterprise fleet, this app streamlines your appointment scheduling, repair tracking, and customer service efforts.

Videos:

• Video 1: https://probuseappdemo.com/probuse_apps/fleet_repair_request_management/1777
• Video 2: https://probuseappdemo.com/probuse_apps/fleet_repair_request_management/1778
• Video 3: https://probuseappdemo.com/probuse_apps/fleet_repair_request_management/352

Fleet Repair Request Portal Access

Customers can easily initiate a new service inquiry by navigating to the "Create Repair Request" menu directly from the website header. This intuitive access point ensures that vehicle owners can quickly reach the repair portal to start the submission process without browsing through complex menus.

Fleet Repair Request Submission Form

The interactive request form empowers customers to provide comprehensive service details, including vehicle configuration, specific service selections, and appointment preferences. As users select services, the system dynamically updates the total estimated duration and charges, providing full transparency before the form is submitted for processing.

Confirmation of Service Request Submission

Upon successful submission, the system displays a clear acknowledgement message, providing customers with a unique tracking registration number for their records. This automated confirmation ensures transparency and allows users to easily reference their specific repair request for any future status updates or operational communication.

Centralized Fleet Request Overview

Repair Managers can seamlessly monitor all incoming and active service inquiries through an intuitive Kanban dashboard. This centralized view organizes requests by their current workflow stage, allowing managers to instantly identify high-priority tasks and maintain a clear, real-time overview of the entire repair pipeline.

Instant Access via Smart Buttons

Repair Managers can leverage integrated smart buttons, such as the "Appointment" button, to instantly retrieve and review all related project data directly from the repair request form. This streamlines the operational workflow by eliminating the need to navigate through multiple menus to access critical scheduling and service-related information.

Comprehensive Appointment Integration

The system automatically synchronizes fleet repair appointments with the calendar, capturing essential customer details and scheduling information in a single, unified view. This seamless integration ensures that service advisers have immediate access to client contact information, assigned time slots, and unique appointment identifiers, facilitating coordinated and professional repair management.

Direct Vehicle Creation

The repair manager can instantly initiate the vehicle registration process directly from the repair request form using the "Create Vehicle" button. This feature bridges the gap between incoming service requests and fleet record management, allowing managers to quickly formalize new vehicle assets without leaving the context of the active repair order.

Formalized Vehicle Record with Product Assignment

This form provides a detailed view of the vehicle record formalized directly from the repair request, featuring pre-populated information such as model, license plate, and driver details. Notably, the "Product Related" field allows managers to assign a specific product (e.g., "CAR AC") to the vehicle, establishing a clear link between the asset and the necessary repair services for streamlined inventory and maintenance tracking.

Unified Vehicle Detail Tracking

Repair Managers can effortlessly view comprehensive vehicle information directly within the repair request form’s "Extra Info" tab or by utilizing the dedicated "Vehicle" smart button at the top of the screen. This dual-access approach provides immediate visibility into critical asset data such as make, model, year, and license plate ensuring that managers have all necessary details at their fingertips to drive efficient maintenance decisions.

Streamlined Vehicle Service Initiation

The "Create Vehicle Service" button enables repair managers to swiftly transition from an initial repair request to detailed service planning. By selecting the "Service Types" tab, managers can easily manage and append specific maintenance or repair lines such as diagnostics and component replacements ensuring that all required tasks are formally logged and structured for the technical team's execution.

Automated Vehicle Service Creation Wizard

The "Create Vehicle Services" wizard offers a convenient, pre-populated interface that allows repair managers to review all service types requested before formalizing them. By clicking "Create Services," the system instantly generates official service logs for the vehicle, ensuring accuracy and saving valuable time by automating the transition from request to actionable work order data.

Consolidated Service Log Overview

Once services are formalized, the system automatically redirects the repair manager to a consolidated list view that groups all created service logs by their respective types. This structured presentation allows for efficient monitoring of maintenance activities, providing clear visibility into dates, associated vehicles, drivers, and the current operational stage of each individual service task.

Direct Job Order Creation

Repair Managers can seamlessly initiate a formal maintenance process directly from the repair request by clicking the "Create Joborder" button. This action efficiently transforms an incoming request into a structured work order, ensuring that all defined service requirements are immediately actionable for the technical team to begin repair operations.

Seamless Task Integration

Repair Managers can easily monitor the progress of a generated Job Order via the "Task" smart button, which provides direct access to the detailed work record. Furthermore, the task form includes a "Fleet Repair" field under its "Extra Info" tab, ensuring complete bi-directional traceability that links the technical work task directly back to the originating repair request.

Efficient Repair Order Initiation

Repair managers can directly trigger the creation of a formal repair order from the request form by clicking the "Create Repair Order" button. This capability simplifies the transition from request to formal execution, enabling managers to immediately generate necessary documentation for vehicle maintenance.

Detailed Repair Order View

Upon creation, the system presents a comprehensive repair order form that captures critical service details, including the assigned product, vehicle information, and a direct "Repair Reference" link back to the originating fleet request. This integration ensures full operational transparency, allowing managers to monitor repair progress, manage parts, and maintain clear traceability from the initial request through to the final service completion.

Seamless Customer Communication

The system enables repair technicians to directly communicate with customers within the repair request form using the "Send message" feature. This integrated messaging capability ensures that all customer-facing updates such as repair initiation notices or requests for further information are formally logged within the project's history, facilitating transparent and continuous communication throughout the entire service lifecycle.

Centralized Task Access

Repair users, such as Eli Lambert, can easily access the associated Job Order or Work Order directly from the repair request form using the "Task" smart button. This streamlined navigation ensures that technical team members have immediate access to the granular maintenance tasks linked to the specific fleet repair request.

Job Order / Work Order Form View

The form view provides a comprehensive look at the assigned maintenance task, displaying critical project details such as the project name, assigned technician, tags, and deadline. This interface allows repair users to quickly review the scope of work and track the current progress status, ensuring that all necessary information is readily available for efficient service execution.

Repair Order Form View

Repair users can easily access the detailed repair order form by utilizing the "Repair Order" smart button directly from the fleet request view. This form provides a comprehensive overview of the repair process.

Services Smart Button

Repair users, such as Eli Lambert, can access a dropdown menu under "More" to select the "Services" smart button.

Services List View

Upon clicking the "Services" button, the user is redirected to a structured list view. This view provides a consolidated overview of all services related to the repair request, including details such as date, description, service type, vehicle, driver, and current stage.

Detailed Timesheet Documentation

Technician Eli Lambert utilized the Timesheets tab to log 04:30 hours of work on the "FLEET/REPAIR/00031" request. The entries detail specific repair activities, including initial system diagnostics, A/C and fuel system repairs, and final testing, all marked as billable for the project.

Closing Fleet Repair Requests

Repair Manager Mitchell Admin can finalize a completed fleet repair request by selecting the "Set To Close" button. This action transitions the request state, officially marking the maintenance process as concluded.

Repair Request Finalization and Feedback

Upon closing the repair request, a feedback email is automatically sent to the customer. The request state is updated to "Closed," and the "Is Repair Closed?" checkbox is marked as true. The system logs a notification indicating that Mitchell Admin sent a closure email to Joel Willis, which includes a feedback button and an attached service report.

Service Feedback Submission

The customer accesses the online feedback portal to evaluate their service experience by selecting a rating from a range of options, such as "Excellent". They can also provide detailed written comments regarding the specific repair work performed on their vehicle before formally submitting their feedback to the team.

Feedback Submission Confirmation

Once the customer clicks the "Submit Feedback" button, the system displays a "Thank You!" confirmation message to acknowledge the successful receipt of their experience and appreciation for their time. This provides immediate transparency to the customer that their input has been processed by the repair team.

Internal Feedback Review

Authorized repair users and managers can directly evaluate the customer's input by navigating to the "Customer Rating" tab within the specific fleet repair request form. This interface displays the final rating selected by the customer and their comprehensive feedback comments, ensuring that internal stakeholders remain informed about the quality of service provided.

Repair Request Report Generation

The system enables customers to access and download a formal PDF report for their repair requests. This document provides a comprehensive, printable summary of the service interaction, including key details such as the assigned technician, project specifics, vehicle information, and total hours logged. This feature ensures that customers have a permanent, portable record of the maintenance performed on their fleet assets for their own documentation and auditing purposes.

Customer Portal Fleet Repair Access

The customer account dashboard provides a centralized hub for users to manage their interactions with the service provider. By accessing the "My Account" menu, customers can view a comprehensive list of their personal account information and relevant business records. Specifically, the "Fleet Repairs" option allows customers to easily navigate to a dedicated view where they can review the history and current status of all their fleet repair records, ensuring full transparency regarding their service requests.

Customer Portal Repair Overview

Customers can access a centralized list of their fleet repair requests, which displays essential information such as the repair number, request title, submission date, current priority level, and the status stage.

By selecting a specific request, customers are presented with a comprehensive form that includes detailed sections for user information, assigned team members, project specifics, ticket milestones (such as creation and closure dates), and detailed fleet/vehicle data. Additionally, this view provides a breakdown of service details including individual charges and an integrated message and communication history, allowing the customer to review past updates and continue directly communicating with the service team.

Repair Analysis Reporting for Managers - Pivot Table View

Managers can access a detailed tabular breakdown of repair counts categorized by customers and various other metrics, providing a clear numerical overview of fleet maintenance activity.

Repair Analysis Reporting for Managers - Bar Chart Report

This visualization displays repair counts per customer using vertical bars, allowing for quick comparisons between different service volumes.

Repair Analysis Reporting for Managers - Line Chart Report

This chart offers a graphical representation of repair data trends across different customers, helping to visualize shifts or patterns in service request volume over time.

Repair Analysis Reporting for Managers - Pie Chart Report

Managers can use the pie chart view to see the proportional distribution of repair requests based on specific criteria, such as customer and priority level, enabling a rapid assessment of service demand segments.

Fleet Team List View

The Fleet Team list view provides a structured, scannable overview of all configured maintenance teams within the system. Each entry displays the team name, the assigned team leader, and an indicator specifying if the team is designated as the default team, allowing for quick administrative management.

Fleet Team Form View

The Fleet Team form view allows for the detailed configuration and management of a specific repair team. This interface displays key information including the team name, the designated leader, and a checkbox to set the team as the default. Furthermore, it includes a "Team Members" tab where administrators can explicitly add or manage the specific personnel assigned to the team, complete with their name and login credentials.

Appointment Slot List View

The Appointment Slot list view provides a clear, organized schedule of all available days for appointments, such as Monday through Saturday. This view allows administrators to quickly review and manage the weekly appointment structure.

Appointment Slot Form View

The Appointment Slot form view enables detailed management of specific time intervals for a selected day. Within this view, administrators can utilize the "Appointment Lines" tab to add, view, or remove specific time slots (e.g., 10:00, 11:00) to precisely define daily appointment availability.

Service Checklist Configuration

The Service Checklist list view provides an organized, administrative interface to manage various maintenance tasks. Administrators can easily navigate to this setup screen via the "Configuration" menu by selecting the "Service Checklist" option.

Setting Adviser/Appointee Availability

The system allows users to define the availability of contacts for appointments or scheduling purposes. Within the contact form for an individual (such as Marc Demo), there is a specific field labeled "Available for Appointment / Schedule?". By checking this box, the contact is marked as available, making them eligible to be set as an adviser or appointee for scheduling tasks within the system.

Analytic Accounts List View

The Analytic Accounts list view provides a standard Odoo interface for managing and tracking financial data associated with different entities.

User Role Configuration for Fleet Repair

Administrators can configure specific access roles for the Fleet Repair module directly within a user's form. Managers can assign the specific "Repair Manager" or "Repair User" roles to the user, ensuring appropriate access levels are granted based on their operational responsibilities.

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