A walk-in is a customer who shows up without an appointment. The goal is to get their vehicle checked in and their work order created fast, so they’re not standing at the counter while you type. In Wenmar Pro, the Scan page is built exactly for this.
You’ll Need
- The customer’s vehicle (VIN or license plate)
- A customer name, phone, or email (for new customers)
Step 1: Open Scan
Go to Scan in the main navigation. You’ll see a box to Enter a VIN or plate and (on mobile) buttons to Use camera or Scan license plate.
Step 2: Look Up the Vehicle
Enter or scan the VIN or license plate and click Look up.
Wenmar Pro finds the right match and shows you the outcome:
- Open work order — the vehicle already has active work. Open it instead of creating a new one.
- Multiple matches — more than one work order exists. Pick the right one.
- Appointment — the vehicle has an upcoming appointment. Click Start the work order to convert it into a work order.
- Returning customer — the vehicle is in your database. Click Start the work order to create a new work order for this vehicle and customer.
- New record — the vehicle isn’t in your system. You’ll get a form to fill in.
Step 3: New Customers and Vehicles
If the vehicle is new:
- Fill in the customer details — name, phone, and email
- Fill in the vehicle details — VIN, year, make, model, and plate
- Wenmar Pro creates both and starts the work order
If you have time later, you can flesh out the customer record (company, tags, billing terms) from their profile — see Customer Database.
Step 4: Start the Work Order
Once the work order is created, Wenmar Pro takes you straight to it. From here:
- Capture the customer’s concerns — what they brought it in for (see Creating Work Orders)
- Assign the work order a status (it starts in Estimate)
- If a technician can look at it right away, run an inspection — see Inspections & DVI
- Send the estimate when it’s ready — see Sending Estimates
💡 Pro Tip
For a walk-in, it often helps to get the vehicle checked in and a quick inspection started before the customer leaves. That way the work order has real findings by the time you build the estimate.
Step 5: Hand Off or Close Out
- If the customer is waiting for a quick service, keep the work order open and start the work
- If they’re leaving the vehicle, confirm contact info and set expectations for when the estimate will be ready
Troubleshooting
The vehicle didn’t come up when I scanned?
Double-check the VIN or plate. If it’s truly new, use the New record form. If the plate is from out of province, it may not match — try the VIN.
A customer has multiple vehicles — which do I pick?
The scan looks up the vehicle you entered, not the customer. If the customer has several cars, make sure you’re entering the plate or VIN of the car in front of you.
The customer is a driver, not the account owner (fleet)?
The work order should be attached to the fleet account. See Fleets and Customer Database for fleet accounts and drivers.
Related Topics
- Creating Work Orders — Building the work order
- Inspections & DVI — Inspecting the vehicle
- Sending Estimates — What happens after check-in
- Scan & Check-in — The scan page in detail
Questions? Contact us at help@wenmarpro.com