How to Use the Loan Car System in Workshop Software

The Loan Car system in Workshop Software lets you manage courtesy vehicles you lend to customers while their car is being serviced. It includes a loan car diary, terms and conditions acceptance, pickup and return tracking, and vehicle condition recording. This guide covers setup and the full loan car workflow.

Step 1: Set Up Loan Car Terms and Conditions

  1. Go to Settings > Messages.
  2. Find the Loan Car Terms and Conditions template.
  3. Paste in your loan car terms and conditions.
  4. Press Save.

Step 2: Add Loan Vehicles

  1. Go to the Loan Cars section from the main menu.
  2. Select Loan Vehicles.
  3. Press the Star icon and select Add Loan Vehicle.
  4. Enter the vehicle details (registration, make, model, etc.).
  5. Repeat for each courtesy car in your fleet.

Step 3: Using the Loan Car Diary

The Loan Car Diary shows availability at a glance — green means the vehicle is available.

  1. Open the Loan Car Diary from the Loan Cars menu.
  2. Green indicators show available days. On the Booking Diary, green circles next to dates indicate loan car availability — click the circle as a shortcut to the Loan Car Diary.

Step 4: Create a Loan Car Booking

  1. In the Loan Car Diary, press the Star icon and select Create Loan.
  2. Link the loan to a Customer (or another transaction type in Workshop Software).
  3. Select the Date.
  4. Confirm the customer’s contact details (you can update them if they differ from what is on file).
  5. Select the Loan Vehicle.
  6. Set the Start Time and Return Time using the clock icon.
  7. Press Create.
  8. The booking appears in red on the diary.

Step 5: Check Out the Loan Car (Pickup)

  1. On the loan car booking, press the Clock icon to mark it as picked up.
  2. Confirm the customer’s details.
  3. Optionally enter the driver’s Licence Number and Expiry Date.
  4. Record the vehicle condition:
    • Odometer reading
    • Fuel Level
    • Cleanliness
    • Checked By (staff member)
    • Any additional Notes
  5. Press Continue.
  6. The Terms and Conditions are displayed. You can show this to the customer on screen or press Print Authorization for a printed copy.
  7. Tick the terms and conditions as Agreed.
  8. Press Confirm.
  9. The clock icon is replaced with a Car icon, indicating the vehicle is checked out.

Step 6: Return the Loan Car

  1. Press the Car icon on the loan booking.
  2. Update the vehicle condition information (odometer, fuel level, etc.).
  3. Add any notes about the return.
  4. Press Return.

Good to Know

  • Set up your Terms and Conditions in Settings > Messages before using the loan car system.
  • Green circles on the Booking Diary indicate loan car availability — click them as a shortcut to the Loan Car Diary.
  • Loan bookings appear in red on the diary.
  • You can print the authorization form for the customer to sign at pickup.
  • Use the Pencil icon on a loan booking to edit it, or the Clock/Car icon to check out or return.

FAQ

Can I link a loan car booking to a job?
Yes. When creating the loan, you can link it to a customer, invoice, or other transaction in Workshop Software.

Where do I set up the terms and conditions?
Go to Settings > Messages and fill in the Loan Car Terms and Conditions template.

What do the icons on the diary mean?
A clock icon means the vehicle is booked but not yet picked up. A car icon means the vehicle has been checked out to the customer.

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