Staff Time Clock

Scan your QR code when you arrive and when you leave the workshop.

German Car Repairs

Select Staff Member

If you did not scan a personalised QR code, choose your name below to continue.

Staff Member

Use the button below to clock in or clock out for today.

Today

Clock In

--:--

Clock Out

--:--

Worked / Extra

Monday-Friday schedule: 09:00 - 18:30 with workshop break 12:00 - 13:00. Saturday schedule: 09:00 - 16:30 with break 12:00 - 12:30.

Private Entry

Invoice Total

Labour Charged

Parts Charged

Other Cost (Optional)

Other Cost Note

Paid so far -

Outstanding -

Payments 0

Gross Profit -

Margin -

Payment History

No payments recorded yet.

Correction History

No financial corrections saved yet.

Entry Status

Payment Method

Amount Paid Now

Payment Date

Final payment - fill the remaining outstanding balance automatically.

Private Note (Optional)

Payments To Save

Admin Dashboard

German Car Repairs – Create, manage & share jobs

Create / Edit Job

Click any job in the table below to edit it. Fill the form to create new jobs.

Client Notes / Booking Request

Job Date

Job Time

JUST DROP-OFF

Registration Number

Car Model

Year

VIN (Optional)

Mileage

Allocated Slots (0.5 slot = 30min, 1 slot = 1h)

DROP-OFF

Drop-off Date Drop-off Time

Vehicle arrives on this date/time. Allocated slots still apply to the main Job Date & Time above.

JUST DROP-OFF active. No allocated slots or drop-off marker needed.

Customer Name

Customer Phone

Number should include country code for WhatsApp (e.g. +4474...).

Customer Email

Address – street & number

City

Postcode

Country

Mark as URGENT (highlights job on all screens)

Mark as MAJOR REPAIR (multi-day repair)

Assigned ramp

Leave both unticked for None.

Parts notes

Delay / Reschedule reason

Standard Tasks

Custom Tasks (one per line)

Major Repair Notes (Optional)

Internal Notes (Optional)

Include client copy with terms & signature page

Editing existing job. Changes will overwrite this job.

Jobs List & Reporting

Click any row to edit that job. Use filters to find specific jobs.

From Date

To Date

Mechanic

Status

Colour map Hot Important Promise Ready Watch Follow-up

Recent Job Changes

Loading latest changes...

Press Recent Job Changes to see what changed.

Booked Jobs Calendar

This Week

Weekly calendar view of booked jobs.

Date	Time	Reg / Car	Customer	Mechanic	Status	Car / arrival	Tasks	Delay / Notes

New Booking Requests

Requests coming directly from the online intake form. Create the workshop job card from here, then the request disappears from this queue and remains only in Clients.

Search requests

Pending Requests

New Since Last Check

Preferred Slots

Booking requests load automatically when you open this section.

No booking requests loaded yet.

Vehicle History

Search vehicles, reuse details & see full service history.

Search Vehicle / Reg Number

Click a result to auto-fill the form and load history

Selected Vehicle

None selected

Service History

Search and select a vehicle to see its history

Cars on site

Cars currently in the workshop bays – status "In progress" and arrival = "On site".

Loading cars on site...

Major Repairs

Active multi-day repairs. Jobs appear here once they are marked MAJOR REPAIR and started or put on hold.

Search major repairs

Loading major repairs...

Cars in parking

Vehicles kept on site after completion or parked while waiting for the next handover step.

Search parked cars

Loading cars in parking...

Parking Permit

Track permit holders by vehicle and get reminder alerts 7 days before expiry, 1 day before expiry, and when expired.

Registration Plate

Make / Model

Valid From (Optional)

Valid To

Notes (Optional)

Add a registration plate and expiry date. If the vehicle already exists in your database, client details and make/model will be linked automatically.

Search permits

Total Permits

Due In 7 Days

1 Day / Expired

Permit reminders stay active until the permit is extended or updated.

No parking permits saved yet.

Time Clock

Track staff arrivals, departures, overtime, and missing punches. QR links below open the scan page for each staff member.

Today Records

Open Shifts

Extra Hours In Range

Needs Attention

From Date

To Date

Staff

Load the selected date range to review punches, overtime, and missed scans.

Today Staff Board

Load the time clock to see who is in, who is finished, and who still needs attention today.

Missing Punches / Attention

No missing punches detected.

QR Scan Links

Time Clock Records

No time clock records loaded yet.

Staff

Create your staff list once, define each role clearly, prepare RFID / fob IDs, and control who appears in Mechanic Panel and Time Clock.

Total Staff

Active Staff

Mechanics

RFID Ready

Only staff with role Mechanic appear in Mechanic Panel. Time Clock will show all active staff grouped by role.

Add Staff Member

Create staff members with a company role now, then we can attach RFID fobs to them next.

Staff Name

Company Role

RFID / Fob UID

Active staff member

Notes

Working Schedule

Staff By Role

Use this board to keep roles clean. Managers, reception, service advisors and mechanics can all live here, but only mechanics feed the Mechanic Panel.

Invoices Archive

Upload invoices and related billing files, keep them stored in Firebase, and load them back later by day, week, month, or year.

File

No files selected yet.

Select one or more Excel invoice files. Date, client, reg, VIN and document number will be read automatically from each file.

Notes (Optional)

From Date

To Date

Type

Free Search

Pending / repair

Documents Loaded

Invoices

Unpaid Invoices

Follow up unpaid and part-paid invoices directly from here. Use the Payment button to update the private payment record.

Open Invoices

Outstanding

Part Paid

Unpaid invoices load automatically when you open this section.

No unpaid invoices loaded yet.

Add Money Out

Simple entry for the office: who was paid, how much was paid, when it was paid, and a note explaining what it was for.

Payment Date

Category

Supplier / Provider

Amount Paid

Payment Status

Paid Amount

Payment Date

Payment Method

Period From

Period To

Note / What was this for?

Double-click Expenses from the green bar when the office needs to add Money Out quickly.

Open Expenses to load recent Money Out entries.

Financials Command Center

Simple financial overview: Money In, Money Out, Profit, salaries, suppliers and outstanding balances.

From

Choose a period to calculate Money In, Money Out, Profit and outstanding balances.

Fixed Monthly Costs

Save ongoing monthly costs like rent, subscriptions or insurance. They are included automatically in net profit only for the months where they are active.

Name

Category

Monthly Amount

Start Date

End Date

Note

Start Date means the first month this payment is included in Financials. End Date means the month it stops. Leave End Date empty for ongoing costs like rent, wages or insurance. If the amount changes later, edit the payment and set the new Start Date; the old value is kept for historic months.

No monthly payments loaded yet.

Extra Technician Labour Cost

Add extra internal labour paid to technicians that is not part of a single invoice payment modal. This is counted as a Financials expense and reduces net profit.

Date

Amount

Explanation / Note

Extra Parts Cost

Add the real cost paid by the garage for parts. This is counted as a Financials expense and reduces net profit.

Date

Amount

Provider

Explanation / Note

Add Money Out / Supplier Payment

Use this for supplier payments, rent, tools, insurance, utilities or any business cost. Keep it simple: payment date, supplier, amount paid and note.

Payment Date

Category

Provider

Amount Paid

Payment Status

Paid Amount

Payment Date

Payment Method

Period From

Period To

Note / What was this payment for?

For the simple report, enter the date when money actually left the business. Old detailed fields stay saved in the background but are not needed for daily use.

No expenses loaded yet.

Financial Staff

Add staff here for payroll/financial reporting. This list is separate from RFID/fob staff.

Staff Name

Role

Monthly Pay

Effective From

Note

Effective From means the first month this monthly pay is used. If pay changes later, old months keep the old salary and new months use the new salary.

No financial staff saved yet.

Staff Costs

Add wages, bonuses, overtime, subcontractor labour or staff-related payments. Later we can connect this directly to Time Clock.

Staff Member

Date

Amount

Explanation / Note

Staff costs are saved as Financials expenses and reduce net profit for the selected period.

No staff costs loaded yet.

Providers / Suppliers

Keep suppliers and providers in one place so expenses can be grouped by who you paid.

Provider Name

Category

Contact

Note

No providers saved yet.

Targets

Set clear daily, weekly and monthly revenue targets. Dashboard shows if the selected period is above or below target.

Daily Revenue Target

Weekly Revenue Target

Monthly Revenue Target

Net Margin Target %

Targets help the office see if the garage is on track for the selected period.

Revenue / Job Breakdown

No financial jobs loaded yet.

Help / FAQ

Internal guide for the office team. Use this page when you are not sure what a button, section, or workflow does.

Rule for future updates: whenever a new section or button is added to the admin system, this Help / FAQ page must also be updated so the office team has one clear place to check.

Create Job

Create / Update JobCreates a new workshop job or updates the selected job when you are editing an existing booking.

Clear FormResets the Create Job form so no old customer, vehicle, task, ramp, or note data is accidentally reused.

JUST DROP-OFFCreates a calendar card for a vehicle that is only being dropped off. It does not require allocated slots and does not block ramp availability.

Allocated SlotsControls how much workshop time is reserved. 0.5 means 30 minutes, 1 means 1 hour, 1.5 means 1 hour 30 minutes.

DROP-OFFUse when the customer leaves the vehicle earlier or on another date, but the actual workshop booking is still at the main job date and time.

URGENTHighlights the job as high priority on the screens so the team knows it needs attention.

MAJOR REPAIRMarks the job as a multi-day or complex repair. Once started or put on hold, it appears in the Major Repairs section.

Front Ramp / Back RampAssigns the job to a ramp. If no ramp is selected, it stays as None.

Parts NotesUse for notes about parts, ordering, supplier details, or anything useful for the workshop. This replaces the old parts status dropdown.

Manage Quick TasksLets you add, edit, or delete standard tasks. The task list is kept in alphabetical order.

Client LinkCopies or opens the client booking response link so the customer can confirm, request a change, or cancel.

Print Job CardPrints a physical job card for the workshop with vehicle, customer, task, notes, and history information.

Jobs / Reports & Calendar

Today / This Week / This Month / This YearQuick filters for loading jobs in common date ranges.

Load JobsReloads the jobs list and calendar using the selected filters.

Print Booked JobsPrints the current booked jobs view in a cleaner report format.

Calendar SearchSearches by registration, client, phone, email, VIN, or model and jumps to the week where the job is booked.

Reveal DoneShows completed jobs on the calendar when you need to review them.

Show Completed Past DaysShows old completed days in the current calendar view when needed.

Card Colour ButtonMarks a calendar card with a colour so important jobs stand out visually.

Ramp ButtonChanges the assigned ramp directly from the calendar card.

Status ButtonChanges job status. When marking Done from admin, you must choose if the vehicle was picked up or stays in parking.

Copy Booking MessageCopies a smart customer confirmation message with date, time, vehicle, and booking response link.

WhatsApp ButtonOpens WhatsApp for the customer number saved on that job.

New Booking Requests & Clients

New Booking RequestsShows client intake submissions that have not yet been turned into jobs.

Create Job From RequestUses the request details to prefill Create Job, then removes the request from the queue after the job is created.

Client DetailsOpens the customer profile, linked vehicles, service history, invoices, and contact details.

Clients SearchSearches saved clients by name, phone, email, registration, VIN, vehicle, or postcode.

Add ClientCreates a manual customer profile and first vehicle without needing a booking request.

Add VehicleAdds another vehicle to an existing customer profile.

Select Vehicle CardClick the vehicle card itself to select it. The selected card is highlighted and can be used to create a job.

Cars On Site, Major Repairs & Parking

Cars on siteShows cars currently in progress and physically on site.

Major RepairsShows active major repair jobs that are in progress or on hold. Use this section to track long repairs without crowding the calendar.

Major Repairs: ReadyMarks a major repair as ready inside the Major Repairs list, so the office can see it needs final attention.

Major Repairs: ParkingMoves the vehicle into Cars in parking and asks where it is parked.

Major Repairs: DoneUses the normal Done flow and asks if the customer picked up the car or if it stays in parking.

Major Repairs: ResolveRemoves the job from Active Major Repairs without deleting the job.

Cars in parkingShows vehicles kept on site after completion or after drop-off arrival until someone marks them picked up.

Add CarManually adds a vehicle already parked at the garage into Cars in parking, including where it is parked and optional notes.

Picked upRemoves the car from Cars in parking and marks it as collected by the customer.

Invoices & Documents

Choose Excel FilesSelect one or more invoice Excel files. The system reads invoice date, client, registration, VIN, document number, mileage, and vehicle details where available.

Upload InvoiceUploads selected files to the invoice archive and checks for duplicates.

Day / Week / Month / YearQuick filters for loading invoices by date range.

Free SearchSearches invoices by client name, registration, VIN, document number, model, mileage, or filename without depending only on dates.

Load InvoicesReloads the archive using the current filters and free search.

Preview Client ImportShows what clients and vehicles would be created or updated before anything is applied.

Import To ClientsCreates or updates clients and vehicles from the previewed invoices.

Import Next 10Controlled import mode for large invoice archives. It processes a small batch at a time to avoid timeouts.

Parking Permit

Save PermitSaves a vehicle permit with expiry date and notes.

Clear FormClears the permit form ready for a new entry.

Search PermitsFinds permits by registration, client, vehicle, or notes.

PrintPrints the current parking permit list.

RefreshReloads permit data and reminder counts.

ExtendExtends a permit by 3, 6, or 12 months depending on the option selected.

Staff & Time Clock

StaffCreate staff members, set roles, add RFID/fob IDs, and define working schedules.

Mechanic RoleOnly staff with mechanic role should appear in the Mechanic Panel.

Time Clock PageAdmin reporting page for staff clock in/out records, overtime, missing punches, and QR links.

RFID StationKiosk page for scanning fobs. It should stay open on the device connected to the RFID reader unless using the Windows RFID agent.

Add Manual EntryManually adds or corrects a time clock record if a staff member forgot to scan.

Print ReportPrints the selected staff time clock report.

Reset NotificationsAcknowledges active time clock alerts so the badge stops bothering the office for already-reviewed issues.

Top Buttons & External Views

LucyOpens the German Car AI Assistant launcher. CyberStaff now blocks iframe embedding, so sections open directly in a secure CyberStaff tab.

Client MapShows postcode and area KPIs so management can see where customers come from.

ExpensesDouble-click opens Add Money Out so the office can save supplier payments, date, method, amount and notes directly into Financials history.

God DashboardVisible only for the God mode account. Shows system health, attention items, recent audit activity and high-level control indicators.

Screen PINsSets or updates PINs for protected screens such as mechanic/display/private access.

Mechanic LogsShows workshop activity history and job actions.

Export CSVExports operational job data as a CSV file.

Backup local JSONDownloads a local JSON backup/export of available app data.

Mechanic ViewOpens the mechanic panel where mechanics see their jobs, tasks, customer notes, and job actions.

Display ViewOpens the workshop display board for jobs and statuses.

Copy Google Review LinkCopies the review request message and Google review link.

Copy Client Intake LinkCopies the intake request message and client intake link.

Enhance Vehicles DBOpens the vehicle database enhancement tool.

God Dashboard

Restricted control view for system health, attention items, recent audit activity and admin-level visibility.

God Dashboard is restricted to the God mode account.

Open God Dashboard to load system overview.

Attention Items

No data loaded yet.

System Health

No data loaded yet.

Recent Financial Audit

No data loaded yet.

Lucy

CyberStaff quick launcher inside your admin workspace. Their security policy no longer allows iframe embedding.

German Car AI Assistant

Open Lucy Dashboard

CyberStaff is blocking embedded access from external websites. Use the buttons here to open the selected Lucy section directly.

Open Lucy

This is caused by CyberStaff CSP: frame-ancestors 'none'. Only CyberStaff can re-enable true embedding by allowing https://germancar.app as a parent frame.

Client Postcode KPI

Analyse where customers come from by postcode district, postcode area and city. Use this as a quick heatmap for deciding where a second garage could make sense.

Open this page to analyse the loaded Clients cache by postcode.

Missing Postcode Clients

Load Client Map to see clients that need postcode cleanup.

Clients (vehicles DB)

Smart client desk. Load the database only when needed, manage multiple vehicles per customer, and jump straight to contact or job creation.

Search / filter

Unique Clients

Vehicles Loaded

New Intake Updates

Click Load Clients when you want to read the database. Search works on the loaded cache only.

Client database not loaded yet.

Extend Parking Permit

Choose how long to extend the permit or set the exact new expiry date.

New Expiry Date

Staff Time Clock

Select Staff Member

Staff Member

GERMAN CAR REPAIRS

Filters & Buttons

Summary Cards

Staff / Salaries

Money Out / Supplier Payments

Money In / Invoice Breakdown

Edit Modal Fields

Create / Edit Job

Standard Tasks

Jobs List & Reporting

New Booking Requests

Vehicle History

Selected Vehicle

Service History

Cars on site

Major Repairs

Cars in parking

Parking Permit

Time Clock

Staff

Invoices Archive

Unpaid Invoices

Add Money Out

Financials Command Center

Fixed Monthly Costs

Extra Technician Labour Cost

Extra Parts Cost

Add Money Out / Supplier Payment

Financial Staff

Staff Costs

Providers / Suppliers

Targets

Revenue / Job Breakdown

Help / FAQ

God Dashboard

Lucy

Open Lucy Dashboard

Client Postcode KPI

Clients (vehicles DB)