WorkshopOS Owner Discovery Assessment

Section 1 — Business Profile

Workshop name *

Owner / Managing Director name *

Main contact number *

Email address

Physical location

How many years has the workshop been operating? Less than 1 year 1–3 years 4–7 years 8–15 years More than 15 years

How many total employees do you have?

How many mechanics/technicians?

How many apprentices/assistants?

How many administrative/reception employees?

How many workshop bays?

How many vehicle lifts?

How many vehicles can your workshop accommodate at the same time?

Approximately how many vehicles do you service/repair per DAY?

Per WEEK?

Per MONTH?

Section 2 — Owner's Priorities

What are the three biggest frustrations you currently experience in running the workshop?

Where do you believe the workshop loses the most money or time?

What information about your workshop would you like to see immediately but currently cannot?

If you were away for one week, could you easily know what was happening without constantly calling employees? Yes Partly No

Section 3 — Customer & Booking Management

Do you record every customer in a customer database/register? Yes Sometimes No

Do you maintain vehicle service/repair history for each customer? Yes Partly No

Are bookings formally scheduled? Yes Sometimes No

Do customers receive booking reminders? Yes Sometimes No

Can you easily see which vehicles are expected tomorrow? Yes Partly No

Do you record customer complaints? Yes Sometimes No

Do you formally track how complaints are resolved? Yes Sometimes No

Do you measure customer satisfaction? Yes Occasionally No

Section 4 — Vehicle Intake

Does every vehicle receive a job card? Yes Sometimes No

What type of job card do you currently use? Paper Excel/Spreadsheet Workshop software Other digital system No formal job card

Do you photograph existing vehicle damage before work begins? Always Sometimes Never

Do you have a formal system for controlling vehicle keys? Yes Partly No

Can management immediately identify every vehicle currently inside the workshop? Yes Usually No

Can management immediately see the current status of each vehicle? Yes Partly No

Section 5 — Diagnosis, Quotation & Approval

Is diagnosis formally recorded? Always Sometimes No

Who normally performs diagnosis? Mechanic Senior technician Workshop manager Dedicated diagnostic technician Depends on the job

Are diagnostic fault codes/results recorded? Yes Sometimes No

Is customer approval recorded before work begins? Always Usually Sometimes No

If additional repairs are discovered, do you obtain approval before doing the additional work? Always Usually Sometimes No

Approximately how long does it normally take to receive customer approval? Less than 30 minutes 30 minutes–2 hours 2–6 hours Same day More than one day Varies greatly

Do vehicles regularly wait because customer approval has not been obtained? Frequently Sometimes Rarely Never

Section 6 — Workshop Operations

How is work currently allocated to mechanics? Workshop manager assigns Mechanics select jobs First available mechanic Informally/verbal Digital scheduling system Other

Can management immediately see which mechanic is working on each vehicle? Yes Partly No

Do mechanics receive written/digital instructions for each job? Yes Sometimes No

Do you track when work starts and stops on each vehicle? Yes Partly No

Do you measure the amount of labour time spent on individual jobs? Yes Sometimes No

Do you measure mechanic productivity? Yes Informally No

Can you identify jobs that are overdue? Immediately With some effort No

Do you have daily workshop planning meetings? Every day Sometimes Never

Do you have weekly workshop performance meetings? Yes Sometimes No

Is unfinished work formally reviewed at the end of each day? Yes Sometimes No

Section 7 — Parts, Inventory & Procurement

Do you keep stock/parts at the workshop? Yes Limited stock No

Is every part received recorded? Always Usually Sometimes No

Is every part issued to a specific vehicle/job recorded? Always Usually Sometimes No

Can you tell how much stock you currently have without physically counting it? Yes Partly No

Do you use minimum/reorder stock levels? Yes Partly No

How often do you experience stock shortages? Frequently Sometimes Rarely Never

How often are incorrect parts ordered? Frequently Sometimes Rarely Never

Are unused parts returned to stock and recorded? Always Sometimes No

Are warranty/returned parts formally tracked? Yes Sometimes No

Do you compare supplier quotations before major purchases? Always Sometimes No

Who approves parts purchases?

Approximately how many main suppliers do you use?

Section 8 — Quality Control & Rework

Is every completed vehicle checked before release? Always Usually Sometimes No

Is a written/digital quality-control checklist used? Yes Sometimes No

Who performs the final quality check? Same mechanic Senior mechanic Workshop manager Dedicated quality controller No formal QC

Are test drives formally recorded? Yes Sometimes No

Do you record vehicles that return because the repair was unsuccessful? Yes Sometimes No

Approximately what percentage of jobs return for rework/comebacks? Less than 2% 2–5% 6–10% More than 10% Unknown

Do you investigate the cause of repeat repairs? Yes Sometimes No

Do you measure the financial cost of rework? Yes Sometimes No

Section 9 — Finance & Job Profitability (financial questions optional)

Is every completed job formally invoiced? Yes Usually Sometimes No

Can you determine profit on an individual job? Yes With difficulty No

Can you determine labour revenue separately from parts revenue? Yes Partly No

Can you determine revenue generated by each technician? Yes Partly No

Can you determine revenue generated by each workshop bay? Yes Partly No

Do you have outstanding customer debtors? Yes No

If yes, approximately how much is currently outstanding? (optional)

Approximate average customer invoice value? (optional)

Approximate average monthly turnover? (optional)

Can management see daily/weekly/monthly revenue reports? Yes Partly No

Section 10 — Staff & Management

Does every employee have a clear job title? Yes Mostly No

Does every employee have a written job description? Yes Some No

Is there a clear organisational/reporting structure? Yes Partly No

Are attendance and working hours formally recorded? Yes Sometimes No

Is overtime formally approved and recorded? Yes Sometimes No

Do employees receive regular performance reviews? Yes Sometimes No

Are mechanic qualifications and certifications recorded? Yes Some No

Are staff training records maintained? Yes Some No

Do you maintain a record of which technicians are competent to perform particular types of work? Yes Informally No

Does the business depend heavily on specific individuals to operate properly? Yes Somewhat No

Which activities currently depend heavily on you as the owner?

Section 11 — SOPs & Business Structure

Do you currently have written Standard Operating Procedures (SOPs)? Yes — comprehensive Some SOPs Very few None

Do employees consistently follow the same process when completing similar work? Yes Mostly Sometimes No

When new staff join, is there a formal induction/training process? Yes Basic No

Would you like ChiggyAI to help develop and implement formal workshop SOPs? Yes Maybe No

Section 12 — Safety & Equipment

Is PPE provided to workshop employees? Yes Partly No

Is PPE usage monitored? Yes Sometimes No

Are workshop lifts inspected/maintained? Yes with records Yes but informal No Not applicable

Do you maintain an equipment register? Yes Partial No

Do you maintain equipment service/maintenance records? Yes Partial No

Are diagnostic/measuring tools calibrated where required? Yes Some No Not sure

Are workplace incidents formally recorded? Yes Sometimes No

Do you have written emergency/safety procedures? Yes Some No

Section 13 — AA / Quality Readiness

Is your workshop currently AA approved/accredited/affiliated? Yes No Previously Not sure

Have you previously undergone an AA workshop assessment/audit? Yes No Not sure

If yes, when was the most recent assessment?

Do you have a copy of the most recent AA assessment report/checklist? Yes No Not sure

Were any findings or corrective actions raised? Yes No Not sure

Would you like WorkshopOS to help manage AA-readiness requirements and evidence? Yes Maybe No Not applicable

Are technician qualifications, equipment records, quality inspections and customer approvals easy to retrieve when required? Yes Partly No

Section 14 — Current Technology

Do you have reliable internet at the workshop? Yes Usually Unreliable No

Does each key employee have access to a smartphone? Yes Most Some No

Do you currently enter the same information into multiple systems/forms? Frequently Sometimes Rarely Never

Section 15 — Digitalisation Priorities

Select the FIVE most important digital improvements for your workshop.

How important is it to see the workshop's performance remotely? Critical Very important Useful Not important

Would you like customers to receive automatic updates about their vehicles? Yes Maybe No

Would you like customers to approve quotations/additional repairs digitally? Yes Maybe No

Section 16 — Multi-Branch (only if more than one location or expansion planned)

How many locations would you like connected to one management system?

Are the processes currently the same across all branches? Yes Mostly No Unsure

Would you like head office/group management to compare branches? Yes Maybe No

Should branch managers only see their own branch information? Yes No Depends on role

Section 17 — Final Questions

Single biggest improvement you'd like in your workshop within 6 months?

If you could automate or eliminate one frustrating task tomorrow, what would it be?

What is currently working very well that you would NOT want a new system to disrupt?

Anything else we should understand about your workshop?

Would you be willing to participate in a workshop walkthrough/site assessment after this questionnaire? Yes Maybe No

Would you be interested in receiving a recommended WorkshopOS implementation plan based on your responses? Yes Maybe No