Scanning a VIN or plate is the fastest way to start a work order. Instead of typing everything by hand, you scan the vehicle, Wenmar Pro finds the customer, and you’re one step from a work order. A check-in QR code lets customers check in themselves at the counter or a kiosk.
Scanning a Vehicle
Go to Scan in the main navigation. You’ll see a search box where you can Enter a VIN or plate, plus (on mobile) buttons to Use camera or Scan license plate.
When you look up a code, Wenmar Pro finds the right match and shows you the outcome:
- Open work order — the vehicle already has an active work order. Open it.
- Multiple matches — a few work orders found. Pick the right one.
- Appointment — the vehicle has an upcoming appointment. Start the work order to convert the appointment into a work order.
- Returning customer — the vehicle is in your database. Start the work order to create a new work order for this vehicle and customer.
- New record — the vehicle isn’t in your system. Fill in the customer and vehicle details and Wenmar Pro creates both, then starts the work order.
💡 Pro Tip
The scan page accepts the VIN, license plate, or a barcode. Type or scan whichever is fastest for the vehicle in front of you.
The Check-In QR Code
Your shop has a check-in QR code — a printed code you display at the service counter or a kiosk. When a customer scans it with their phone camera, it opens your check-in page so they can check in for service themselves.
Viewing and Printing the QR Code
- From the top bar, open the Check-In QR option
- A modal shows the QR code and your check-in link
- Click Print to print a card to display
- Or click Copy to copy the check-in link to share elsewhere
Regenerating the QR Code
If your check-in link is ever compromised or you want a fresh one:
- Open the Check-In QR modal
- Click Regenerate QR
- Confirm — the old link stops working immediately
⚠️ Important
Regenerating the QR code immediately invalidates the old link. Make sure no customer is mid-check-in before you do this.
Customer Check-in Flow
When a customer scans your QR code, they’re guided through a check-in on their phone. If a check-in matches a driver rather than the account holder, the portal session is scoped to that one vehicle — see The Customer Portal → Driver and Fleet Manager Sessions for what drivers can and can’t see.
Troubleshooting
The scan didn’t find the vehicle?
Double-check the VIN or plate was entered correctly. If it’s a new vehicle, Wenmar Pro shows the New record form — fill in the details to create it.
I see multiple matches for a VIN?
The vehicle has more than one work order. Pick the correct one from the list before continuing.
Can I check a customer in without scanning?
Yes. Type the VIN or plate in the scan search box, or use the normal work-order creation flow in Creating Work Orders.
Related Topics
- Creating Work Orders — What happens after you start a work order
- The Customer Portal — What customers and drivers see after check-in
Questions? Contact us at help@wenmarpro.com