Zeyto Academy · Foundation · Module 31
Garage fundamentals: the workshop flow and setup
Follow one car from check-in to gate pass, learn the roles, and set up the company, VAT, catalogue, technicians and users in Zeyto Garage Pro.
You will be able to
- Name the nine steps of the Zeyto Garage Pro job flow and say which two are optional
- Match each job state (Check-in, Non Approved, Approved, Approved Hold, WIP, Work Completed, Invoiced, Delivered, Cancelled) to the work it stands for
- Explain why a job's state follows its documents and never the other way round
- Say what each seeded role can and cannot see, and why technicians never see prices
- Run the eight-step setup guide, including the 15-digit TRN and the Not VAT registered choice
- Build a services and parts catalogue and link technicians to user logins
The workshop flow, end to end
- One job card carries the whole story of a car, from check-in to gate pass.
- Advance and Proforma are the only optional steps.
- Approved needs a customer yes; Invoiced needs a posted invoice; the state follows the documents.
- A dimmed button always comes with a plain sentence saying why.
Roles and who sees what
- Six garage roles cover a small workshop: Admin, Service Advisor, Garage Cashier, Workshop Manager, Technician and Security Guard.
- Technicians never see prices, and supplier costs need an extra cost right.
- Customer contact details are hidden from roles without the customers right.
- The server decides access; hiding a menu entry is not the protection.
The setup guide: company, VAT and labour rates
- The Setup guide has eight skippable steps and takes about five minutes.
- A TRN has exactly 15 digits; a VAT-registered company cannot post invoices without a real one.
- Labour rate is the price per hour before VAT; standard labour cost is what an hour costs you.
- Keep a backup copy somewhere other than the shop PC.
Building the services and parts catalogue
- Services keep no stock; parts do, and are flagged for buying at the reorder level.
- Consumables are shop supplies that never appear on customer documents.
- Hourly unit, a standard time or a labour flag makes a line Labour in the detailed print.
- The starter catalogue is idempotent: existing codes are skipped, never overwritten.
Technicians, users and logins
- A user is a login; a technician is a person whose hours are tracked; the employee card joins them.
- Cost per hour is an estimate of labour cost, never a posted entry.
- My work needs the login linked to a technician.
- Only a manager can clock another person in or out.
Workshop rules you choose
- Payment before hand-over is off by default; Lock after Work Completed is on; warranty days default to 30.
- A sale beyond stock is allowed by default and is a choice, not a fixed rule.
- Menu & modules hides what a garage does not use without deleting anything.
- Daily work does not need internet.
The workshop flow, end to end: key table
| State shown | What it means | Moves on when |
|---|---|---|
| Check-in | The car is received and the estimate is being built | The customer approves work |
| Non Approved | An estimate is out and the customer has not said yes | The customer approves work |
| Approved | The customer approved at least one line | Someone presses Start work |
| Approved Hold | Paused with a reason, for example waiting for parts | Someone presses Resume work |
| WIP | Work in progress on the floor | Someone presses Work finished |
| Work Completed | The work is done; the job lock applies | The invoice is posted |
| Invoiced | A live tax invoice exists | The car is released |
| Delivered | The car has left on a gate pass | Nothing: the job is closed |
| Cancelled | The job was cancelled with a reason | Nothing: the job is closed |
Roles and who sees what: key table
| Role | Typical person | What the role is for |
|---|---|---|
| Admin | Owner or manager | Everything, including settings and overrides |
| Service Advisor | Front desk | Check-in, estimates, approvals, invoices and receipts of the job |
| Garage Cashier | Counter | Takes money, makes and prints the job invoice, closes the day |
| Workshop Manager | Foreman | Everything a technician does plus managing the workshop, holds, quality checks, issuing and buying parts for jobs |
| Technician | Mechanic on the floor | Sees jobs and cars, clocks work, fills checklists, prints the job sheet |
| Security Guard | Gate | Checks a gate pass by number or plate and nothing else |
Building the services and parts catalogue: key table
| Field | Why it matters |
|---|---|
| Name, Code, Unit | Leave the code empty and the next number is used |
| Selling price | Per hour for a service; per unit for a part |
| Cost price | Parts only; drives margin reports |
| Tax | The VAT code, normally the 5% standard rate |
| Standard time (hours) | A job line starts with these hours; you can still change them |
| Fits vehicles | Empty means all cars; otherwise the job lists parts that fit its car first |
| Next service after (km or months) | Feeds the Reminders list |
| Warranty (months, days, km) | Prints on the invoice |