Organisation is at the forefront of a well-run dealership. MotorDesk's Job Boards are the most effective way to assign and organise work that needs to be done to/for a vehicle or multiple vehicles.

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Job Boards organise a series of jobs that need to be performed, each job can then optionally have additional tasks.

A Job Board is created via the Business -> Job Boards section which is then assigned to each vehicle, either manually as needed via each vehicle's Job Boards section, or automatically when the vehicle is added in MotorDesk. The Job Board is essentially a template which will set the default jobs and tasks as needed, but additional jobs and tasks can then be added and removed for each vehicle as needed, enabling you to get started quickly with a template of regular jobs and tasks which you then customise for each vehicle.

You may create as many Job Boards as you wish, and assign multiple to a single vehicle - enabling you to organise and structure your business processes exactly as you wish.

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Creating A Job Board

To create a Job Board go to the Business -> Job Boards section. Either add a new Job Board, or select Use Template to try one of our pre-made Job Boards.

The Auto-Apply option controls whether the Job Board will be added automatically to new vehicles added to MotorDesk.

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Jobs & Tasks

Each Job Board has multiple jobs, these organise the grouping of tasks such as Cosmetic Repair, you can then add tasks under each job such as Repair Bumper or Scratch Removal.

The default jobs and tasks can be edited when the Job Board is assigned to a vehicle via each vehicle's Job Boards section.

Each job can be assigned to multiple members of staff, or a single third-party service provider. A due date can also be added if needed.

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Managing Vehicle Jobs, Issues & Priority

Job Boards for individual vehicles are managed via each vehicle's Job Boards section.

A job management progress bar is also shown at the top of each vehicle section enabling quick access to manage jobs and tasks.

Jobs can be marked as a priority, or as having an issue, to draw attention to particular vehicles and jobs.

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Notes, Documents & Purchases

Notes can be added to a job allowing for internal communication, notes marked as private will only be available in MotorDesk and not to service providers accessing the job via your website - allowing for internal staff communication.

Documents allow staff and service providers to upload any files to be associated with the job and vehicle, such as an MOT certificate or paperwork. These documents remain available in the vehicle's Documents section.

Purchases allow staff and service providers to upload any invoices and receipts relating to the work completed for the job, when uploaded these are made available in the Sales -> Purchases -> Pending Purchases section where they can then be processed as Purchase Invoices, and associated as vehicle Additional Costs as needed.

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Third-Party Service Providers

External suppliers can be assigned to jobs using the Service Providers feature - this name differentiates from the regular Supplier contact type used in MotorDesk for other functionality.

Each service provider is able to view and manage their assigned jobs and tasks via a section of your website, avoiding the need to provide them with log-ins to MotorDesk.

An Auto-Notify feature is provided to email service providers when they are assigned a new job, and a notify feature is provided for sending manual notifications.

Service providers can view a list of all vehicles which have jobs either via their special secure link, or by logging in to your website (when User Profiles are enabled).

Service providers can then complete jobs via your website, avoiding the need for them to access MotorDesk.

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Job Board Overview

The Vehicles -> Job Boards Overview section allows you to view and manage your vehicle jobs in bulk, with different views to organise by Job Board, Task, Service Provider and User.

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Adding Tasks From Condition Reports

When completing a Condition Report, for example for an appraisal or PDI, any items which require attention which be listed on your report under the Add Tasks to Job Boards section, allowing you to easily add tasks to your Job Board.