Guide for service organizations

A guide to registering your organization, handling requests, and publishing work that builds a track record customers can check.

1. Register your organization

Create your account and set up an organization profile with contact details and at least one branch. New organizations start in draft — you can explore the dashboard right away, but publishing service records requires moving through verification.

2. Get verified

Moving to pending verification requires a confirmed manager email and two-factor authentication enabled on the account — both are mandatory for the service manager role. Once verified, everything you publish carries the higher service verified trust tier instead of service confirmed.

3. Add staff and branches

Invite advisors and technicians by the email they already use for Vehicord, and assign them a role. Add every physical location as a branch so owners can pick the right one when scheduling.

4. Handle incoming requests

When an owner sends a request, you get read access to the vehicle details they've shared — automatically, no separate access request needed. Review it, ask for clarification if something's missing, and propose an appointment date and branch.

5. Check in and do the work

Once the owner confirms the appointment and the vehicle arrives, check it in and open its work order. Add line items as you go; if you need to do more than what was originally agreed, request the owner's approval before continuing — it's logged as a snapshot of exactly what they signed off on.

6. Publish the record

Closing the request lets you publish a service record with the final scope, cost, and any recommendations. This is what the owner — and, with their permission, any future owner — sees as part of the vehicle's permanent history. If they dispute it, it's flagged for review rather than quietly changed.

Customers & vehicles

Your customer registry only ever shows vehicles that have an actual relationship with your organization — a request, a work order, or an access grant. There's no way to browse vehicles or owners you haven't worked with.