Add notes and maintain a repair order

Use the repair-order Overview to keep the visit accurate while work is open. Record information in the place that matches who should see it.

Review the repair order before editing

1. Open the repair order.

2. Select Overview.

3. Confirm the customer, vehicle, visit type, advisor, technician, promised time, appointment, mileage, and reasons for visit.

   

   Review the customer, vehicle, visit details, assignments, mileage, and reasons for visit.

4. Correct incomplete visit information before relying on it elsewhere.

Choose the right place for a note

Information	Where to record it
What the customer asked the shop to address	Reason for Visit or customer concern
Shop-only visit context	Repair-order or service internal notes
What the technician observed	Technician Finding or inspection result
Information the customer should read	Customer-facing service notes or findings
A future follow-up action	Task

Do not put private shop discussion in customer-facing findings or service notes.

Update visit information

1. Use the available Edit or Change action beside the information that needs correction.
2. Update only the field that is wrong or missing.
3. Save the change.
4. Confirm the repair order, Workflow card, and customer-facing information now show the intended value.

• Advisor and technician assignments
• Visit type and promised time
• Odometer in and out
• Reasons for visit
• Customer or vehicle when the wrong record was selected

Review repair-order activity

1. Scroll to Activity on Overview.

2. Search when you need to find a specific change or event.

   

   Use Activity to find important changes recorded on the repair order.

3. Review the action, time, and person shown.

4. Use the detailed authorization or payment history when the question concerns those records.

Activity is a useful visit record, but it is not a complete audit of every field edit in BayEngine.

Correct the customer or vehicle

1. Confirm the correct replacement record already exists.
2. Use Change beside the customer or vehicle.
3. Search and choose the correct record.
4. Review the estimate, authorizations, messages, appointment, and vehicle history after the change.

Do not change ownership merely to correct a duplicate. Use the customer and vehicle duplicate guides when more than one record represents the same person or vehicle.

Before leaving the repair order

• The customer and vehicle are correct.
• Visit details and promised time are current.
• Reasons for visit match what the shop agreed to inspect or repair.
• Internal notes are not exposed in customer-facing text.
• Assignments, service progress, Workflow stage, and payment information reflect current work.

Related guides

• Create or convert a repair order
• Assign service advisors and technicians
• Move work through Workflow Stages