Workshop

The Workshop follows each repair from the moment a bike is checked in until the customer collects it. You create a repair ticket for the customer's bike, move it step by step through clear statuses, add labour and parts to build the estimate, and keep the customer informed. When the customer approves the work, Kadenio emails them the approved work and total, and you can print a repair receipt. When the bike is ready, Kadenio emails them again. Payment is never taken in the workshop: the ticket is paid in POS, and the ticket shows what POS recorded. "Ready", "paid" and "collected" are always separate steps.

Who can use this

• Owner, Manager and Shop Manager can open the Workshop. Team Members cannot.
• The Owner can do everything here. Other staff can create tickets, change status, add lines and print repair receipts only if the Owner has allowed them to work on repairs.
• Creating a customer or a bike from the check-in window needs permission to edit customers and bikes.
• Taking payment for a ticket happens in POS and follows the POS rules. See POS checkout.

See Roles and permissions.

Before you start

• The customer and bike exist, or you create them during check-in.
• Parts you want to add exist in Products & services as products and are in stock. See Inventory.
• For the customer to get the repair emails, they need an email address on their customer record. Repair approved and Ready-for-pickup email must be switched on in Settings → Email (both are on by default). No consent is needed: these are service emails about the customer's own repair.

Key concepts

Statuses

Status	What it means
Received	The bike was checked in. Work has not started.
Diagnosing	The mechanic is inspecting the bike and preparing the estimate.
Waiting for approval	The estimate is ready. Wait for the customer's approval before doing chargeable work.
Approved	The customer approved the estimate. Kadenio emails them the approved work, and you can print the repair receipt. The planned repair can start.
In progress	The repair is underway. Record parts and labour on the ticket.
Ready for pickup	The work is done. Kadenio emails the customer. Take payment in POS before handing the bike back.
Collected	The bike was handed back. The ticket is closed.
Cancelled	The ticket was cancelled. It stays in the history.

Steps you can take

The ticket only offers the next allowed step.

From	Button	Goes to
Received	Start diagnosis	Diagnosing
Diagnosing	Request approval	Waiting for approval
Waiting for approval	Approve estimate	Approved
Approved	Start work	In progress
In progress	Mark ready for pickup	Ready for pickup
Ready for pickup	Mark picked up	Collected

Cancel ticket is available from Received up to and including In progress. You cannot go back a step, skip a step, or reopen a closed ticket.

Payment on the ticket

Shown on the ticket	Meaning
Not recorded in POS	No sale has been made for the ticket.
Payment pending	A sale was started in POS but not paid.
Paid in POS	The ticket is paid. The amount, payment method and sale number are shown.

The workshop screens

Workshop queue: select New repair ticket to check in a bike. Search with Search ticket number or issue… (also finds customer name, email, phone and bike details). Tabs filter the queue: All, plus the tabs the Owner has set up under Settings → Workshop → Ticket tabs. The default tabs are New tickets (Received), Ready for customer (Ready for pickup) and Waiting (Waiting for approval). The list shows Repair ticket, Task, Customer, Agreed pickup date and Status.

Ticket page: Back to workshop, the status, the ticket number and issue, and the buttons Print receipt (from Approved onwards), Open POS, the next step and Cancel ticket. Below are Ticket details, Products and labor with the Estimate total, Status history, the Customer and Bicycle cards, Next step and Payment and settlement.

How to check in a bike

1. On Workshop, select New repair ticket.
2. Under Customer and bicycle:
   1. Choose the Customer (search with Search customers), or select New customer, enter at least the Customer name, add contact details and consents as agreed with the customer, and select Save customer.
   2. Choose the Bicycle, or select Add bicycle, choose the Bike type, enter at least one of Make, Model, Frame number or Serial number, and select Save bicycle.
3. Under Repair details, enter the Issue (required). Optionally add Condition notes, Check-in notes, an Agreed pickup date and the Responsible staff member.
4. Select Create ticket. You see "Repair job checked in." The ticket opens with the status Received.

Note

The Agreed pickup date is a target for the workshop, not a promise of payment or completion.

Emails the customer receives

Kadenio sends the customer two emails during a repair. Both are written by Kadenio in your shop's language, carry your shop's name, logo and contact details, and replies go to your shop's email address.

When	Email	What it contains
The ticket moves to Approved	Repair approved	The bike, the repair ticket number, the Agreed pickup date, the approved labour and parts with prices, and the estimated total. It ends: "We email you when your bike is ready for pickup. You pay when you collect it."
The ticket moves to Ready for pickup	Ready for pickup	The bike, the repair ticket number, when it became ready, and where to collect it, with a Get directions button when your shop address is filled in.

There is no email at check-in. The customer pays at the till when they collect the bike and gets their payment receipt then (see POS checkout).

Note

Each email is sent once per ticket. If it can't be sent (for example, no email address), the status change still goes through.

How to print the repair receipt

The repair receipt is available once the customer has approved the work: on tickets that are Approved, In progress, Ready for pickup or Collected.

1. On the ticket, select Print receipt.
2. The browser's print window opens. Print it, or save it as a PDF.

The receipt is compact. It shows your shop name, address, phone, email, website and VAT number, the repair ticket number, the approval date, the Agreed pickup date, the customer's name and phone, the bike and serial number, the approved work with prices, the Estimated total, and the footer from Settings → Print. The layout follows Receipt format in Settings → Print (Browser / A4 or 80 mm thermal).

How to edit the ticket

1. Select Edit ticket (not possible on Collected or Cancelled tickets).
2. Change the Issue, notes, Agreed pickup date or Responsible.
3. Select Save. You see "Repair ticket updated."

How to add labour or a part

1. Select Add line.
2. Choose the Line type:
   • Labor: enter a Description, Quantity and Unit price.
   • Part: choose the Catalog part. The description and price are filled in from the product, and you can change them.
3. Enter the Quantity and Unit price in your shop currency, for example 25.00.
4. Select Add line. You see "Repair line added." and the Estimate total goes up.

Parts leave stock immediately

Adding a part takes it out of stock straight away, once. See What happens next.

How to move the ticket forward

1. Select the next step, for example Start diagnosis, on the ticket or in the Next step card.
2. Optionally add a Transition note for the next mechanic or the customer record.
3. Select Confirm status. You see "Ticket status updated."

How to cancel a ticket

1. Select Cancel ticket.
2. Read Cancel this repair ticket?, add an optional note and select Confirm status.

How to take payment and hand the bike over

1. When the ticket is Ready for pickup, select Open POS. Checkout opens with the ticket's lines and customer. See POS checkout.
2. Take payment in POS. The ticket now shows Paid in POS.
3. When the customer collects the bike, select Mark picked up and Confirm status. The ticket is Collected and can no longer be changed.

Rules to know

• Customer, bike and issue are required: "Customer, bicycle, and issue are required."
• A bike needs at least one of make, model, frame number or serial number: "Add a make, model, serial number, or frame number so this bicycle can be identified."
• Closed tickets (Collected or Cancelled) cannot be edited or have lines added.
• Part quantities must be whole numbers, and there must be enough stock: otherwise you see "Repair line could not be added. Check stock and try again."
• Prices can have at most 2 decimals.
• Line totals are quantity × unit price. No VAT is calculated on ticket lines.
• Kadenio does not stop you from marking a bike as picked up before it is paid. Always check Paid in POS first.
• The repair-approved and ready-for-pickup emails are each sent once per ticket.

What happens next

• Check-in: the ticket is created as Received, and the Owner gets a notification "Repair … checked in". The customer is not emailed.
• Status change: recorded in Status history with the time, the person and your note.
• Approved: the customer receives the repair-approved email, and Print receipt becomes available.
• Ready for pickup: the customer receives the ready-for-pickup email, and the Owner gets a notification "Repair … ready".
• Part added: stock goes down by the quantity, and the movement shows as Workshop use in Inventory.
• Payment: recorded in POS, where you can print the payment receipt and the customer receives it by email. Paying does not change the ticket status; you still mark the bike as picked up.
• Cancelling: parts already added are not put back in stock. Record an Adjustment with Increase stock in Inventory.

Not available in this version

• Editing or removing a line once it is added.
• Choosing a catalog service for a labour line. Type the labour description and price instead.
• A receipt or email at check-in.
• Sending the repair receipt by WhatsApp or text message.
• Workshop calendar and capacity planning, ticket tags and task templates.
• Deposits and partial payments on a ticket.
• Customer approval of the estimate online.
• Reserving parts without taking them from stock.

Common questions / problems

Symptom	Cause	What to do
"Repair job could not be created."	You are not allowed to create tickets, or the bike does not belong to the chosen customer	Choose the bike again after choosing the customer; ask the Owner.
"Ticket status could not be updated."	The step is not allowed, or the ticket is closed	Reload the page and follow the steps table.
"Repair line could not be added. Check stock and try again."	Not enough stock, a part quantity with decimals, or a product that does not track stock	Receive stock; use whole numbers; choose a stocked product.
The customer didn't get the approval or ready email	No email address on the customer, or the email is switched off in Settings → Email	Add the email address on the customer record; check Settings → Email. Contact Kadenio support if it continues.
Print receipt is missing	The ticket hasn't been approved yet	Approve the estimate first.
"The receipt window was blocked. Allow pop-ups and try again."	The browser blocked the print window	Allow pop-ups for Kadenio.
A ticket is missing from a tab	Its status is not covered by that tab	Use All, or ask the Owner to add a tab in Settings → Workshop.
"Workshop queue could not be loaded."	Connection problem	Check your connection and try again.
POS says the ticket is already paid	A paid or refunded sale exists for the ticket	Check Sales history.

Related pages

• POS checkout
• Customers and bicycles
• Inventory
• Settings
• Technician SOP
• Glossary