# Every booking made, reminded and kept For service managers and dealer principals. Agents answer booking requests on the channels customers use, book the right bay and technician, send the reminders and refill every cancellation, across every branch. [Talk to the team](https://qantara.systems/contact) / [Read the thesis](https://qantara.systems/original/thesis) A week of service bookings. Each square is a slot, coloured by the channel the booking came on; the dot is the reminder the day before. Orange is a cancellation refilled from the waiting list. An empty bay in the morning is revenue the day never gets back. We put agents on every booking, so the week fills and stays full. ## What the agents do around every booking Four desks touch a booking between the request and the next visit: reception, which takes it, workshop planning, which makes it work, customer care, which keeps it, and field service, for work done at the customer's site. Agents work alongside all four, inside the systems you already run. ### Reception: Every request booked, whenever it comes How many booking requests wait until someone is free? - **Book outside opening hours.** A request sent at night, on a weekend or in the shorter days of Ramadan gets its slot then, not when reception opens. - **Ask what the job needs to know.** The symptom, the mileage or machine hours, a photo of the warning light: asked once, in the customer's language, so the workshop knows what is coming. - **Price the routine work up front.** Services on your fixed-price menu are quoted with the booking, so the customer knows the cost before they arrive. - **Confirm with what to bring.** The confirmation says where to go, when to arrive and what to bring, with your booking reference. [See quotes and bookings](https://qantara.systems/solutions/quotes-and-bookings) ### Workshop planning: Every slot matched to a bay and a technician Which bookings will arrive to find no bay, no technician or no part? - **Book by bay and by skill.** A job needing a lift, an alignment bay or a technician trained on the brand is booked where those exist, not wherever there is a gap. - **Keep room for what walks in.** Space is held back each day for walk-ins and cars that come back, at the share your service manager sets. - **Pick the parts before the car arrives.** The parts for tomorrow's booked jobs are listed for the store tonight, and a booking whose part is missing is moved before the customer sets off. - **Move bookings when a technician is out.** When someone is off sick, the bookings they had are moved to whoever can do them, and the customers who have to change are told first. ### Customer care: Every booking kept, or given to someone else How many bays stood empty this week because someone did not come? - **Remind where they read it.** Each reminder goes on the channel the customer actually answers, in their language, at the time of day they tend to reply. - **Keep the waiting list honest.** Customers who asked for an earlier slot are kept in order with the days and times they can really do, so a freed slot goes to someone who will come. - **Follow up who did not come.** A customer who did not turn up is asked what happened and offered a new time, without a tone that blames them. - **Book the next visit at collection.** When the car or machine is collected, the next service is proposed for its date or mileage, and booked if they say yes. [See customer inquiries](https://qantara.systems/solutions/customer-inquiries) ### Field service: Every visit planned around the route How much of a field technician's day is spent driving? - **Plan the route, not only the visit.** Visits are booked into the technician's day by where they are, so the day is spent at sites, not between them. - **Plan around the heat and the site.** Outdoor work is booked outside the midday break in the summer months, and each visit carries the site's access hours and contact. - **Say when the technician is on the way.** The customer hears when the technician sets off and when they will arrive, and hears again if that changes. - **Close the visit on the job.** The work done, the parts used, the photos and the customer's signature come back to the job the same day, ready for the invoice. ## Beyond the four desks Some bookings do not come one at a time from one customer: the car you collect from the door, a fleet's whole programme, a season's checks, and the bookings the brand sends you from its own app. - **Collected from the door.** For customers who want the car collected, the agent books the driver, the pick-up time and the return, and sends the photos taken at collection. Collection and return on the same booking. - **A fleet's programme, booked in one go.** A fleet manager sends the list of vehicles due. The agent spreads them across the weeks so the fleet keeps enough on the road and the workshop is never swamped. A whole fleet serviced without a day off the road. - **Checks before the summer.** Before the heat, customers who agreed to hear from you are offered an air-conditioning and cooling check, booked into the quieter days. The quiet weeks filled before the busy ones. - **Bookings from the brand's app.** Requests from the manufacturer's app and site reach your system as bookings, answered in the brand's tone and recorded the way the brand asks. Every booking the brand sends, kept. ## How it works for service bookings 01 **Embed.** Our engineers stand at your service desk for the first hours of the day and count what arrives, what is dealt with, and what is still waiting when the bays are already full. That becomes the baseline and shows where to start. 02 **Build.** An agent sends the reminder the evening before and asks for a reply. A yes confirms the slot, a no frees it for the waiting list, and silence gets one more message in the morning before the slot is offered on. 03 **Scale.** Workshop bookings and field visits sit on one plan across branches and vans, so a new request goes to the nearest place, or the nearest technician's route, that can take it. 04 **Measure.** How full the bays are through the week, the bookings kept and the ones refilled, against the weeks before we start, counted with your service manager. ## A reminder that sells needs a yes A message about a booked visit is service. The same message with a discount on tyres is marketing, and marketing needs the customer's consent and an easy way to stop. Regulators in the Gulf are drawing that line more firmly, and the businesses that send reminders are the ones it catches. Agents keep the two apart: reminders go to every customer with a booking, offers only to those who said yes, and every consent and every withdrawal is kept on the record with its date. Who gets the reminder, and who gets the offer. The reminder reaches everyone with a booking; the offer reaches only those whose offers switch is on. One customer says stop, and their switch turns off, in orange. [See customer inquiries](https://qantara.systems/solutions/customer-inquiries) ## Built around the systems you run Nothing has to be replaced to start. Agents book inside your dealer or workshop system, read the bays, technicians and parts you already plan with, and answer on the channels your customers use. - Dealer or workshop system - Workshop planning - Parts stock - Field service - WhatsApp Business - Email - Brand booking apps - CRM and consent - Spreadsheets ## What service managers ask us **Can agents answer the phone?** Calls your team answers stay with your team. A call they miss is written back to on WhatsApp straight away, with slots to choose from. **Does it work across branches?** Yes. Each branch keeps its own bays, technicians and hours, and each service manager sees their own list. **Can customers choose their technician?** If your planner allows it. A customer who asks for whoever did their last service is offered that technician's free slots first. **Will the agent overbook us?** No. It books only into the slots your planner has opened, and never past what a bay can take in a day. **Do customers get answers in Arabic?** Each customer is answered in the language they wrote in, Arabic or English, and the booking reaches your system in the language your team works in. **Do you replace our workshop system?** No. Bookings are written into the system you already run, through its own interfaces. Your advisers keep the screens they know. **Where do we start?** With one branch's bookings and reminders, counted with your team for a week. The agent starts with the missed calls and the empty slots. ## Service bookings in your industry - [Automotive and heavy equipment](https://qantara.systems/solutions/automotive): Bookings, parts and customers followed up. - [Manufacturing and industrial](https://qantara.systems/solutions/manufacturing): Suppliers, schedules and the line kept moving. ## Start with the bays that stood empty Tell us how bookings come in today and who makes them. Our engineers take it from there, on site. [Talk to the team](https://qantara.systems/contact) / [Email us](mailto:hello@qantara.example) Muscat and across the Gulf --- This is the Markdown twin of the page at https://qantara.systems/solutions/service-bookings