Courtesy cars are the loaner vehicles you let customers drive while their own car is in the shop. Wenmar Pro tracks your courtesy fleet and lets you assign a loaner to a work order, then return it when the customer’s car is ready.
Before You Start
Courtesy cars need to be enabled for your location (a manager turns this on in settings). If you don’t see the Courtesy Cars page, it isn’t enabled yet.
The Courtesy Cars Page
Go to Courtesy Cars in the main navigation. This lists every loaner with its vehicle, VIN, and license plate, plus a status badge:
- Available — not currently loaned out
- Out — #123 — checked out on work order #123 (the number links to the work order)
Adding a Courtesy Car
Click Add Courtesy Car. Enter the vehicle details — VIN, year, make, model, plate, colour, odometer — and save. The car appears in your courtesy fleet.
Only managers and admins can add, edit, or remove courtesy cars.
Assigning a Courtesy Car to a Work Order
- Open the work order
- In the details, find the Courtesy car field
- Click it and choose an available loaner
When you assign a car to an active work order, Wenmar Pro:
- Marks the car Out on the Courtesy Cars page
- Adds a Courtesy Car Gas Fee line item to the work order (if a fee is enabled for your location)
The assignment starts as Reserved if the work order isn’t active yet, and becomes Out once the work order is on site.
Returning a Courtesy Car
When the customer brings the loaner back:
- Open the work order
- Next to the courtesy car, click Return
The car goes back to Available on the Courtesy Cars page.
The Loaner Agreement
Each courtesy car assignment tracks whether the agreement is signed:
- Agreement not signed — the customer hasn’t signed the loaner agreement yet
- Agreement signed — signed, either on the work order in person or through the customer portal
You can mark it signed in person directly on the work order. When a courtesy car is assigned during authorization, Wenmar Pro records when the agreement is signed.
Removing a Courtesy Car
Open the work order and use the remove button (X) next to the courtesy car. Wenmar Pro removes the gas fee line item too.
To remove a car from your courtesy fleet entirely, open the Courtesy Cars page and use the remove action. You can’t remove a car that’s currently checked out — return it first.
Troubleshooting
The Courtesy Cars page says it isn’t enabled?
Ask a manager to turn on courtesy cars for your location in settings.
A car won’t show up when assigning a loaner?
Only available cars appear. If the car is Out or Reserved, it’s not shown until it’s returned.
I can’t remove a courtesy car?
You can’t remove a car that’s currently checked out on a work order. Return it first, then remove it.
Related Topics
- Creating Work Orders — Where you assign a courtesy car
- Managing Work Order Status — When a work order becomes active
Questions? Contact us at help@wenmarpro.com