Delightfully simple automotive scheduling software

CozyCal's intake forms capture essential details before customers arrive: vehicle make, model, year, mileage, VIN, and the specific issue or service needed. Include fields for insurance claim information if handling collision work, warning lights currently displayed, or symptoms the driver has noticed. Technicians review this information beforehand, allowing them to research technical bulletins, order parts, and allocate appropriate time for the job.

Your intake form can include open text fields where customers explain symptoms in their own words, unusual noises, warning lights, performance issues, or specific concerns. Add dropdown menus for common service categories (oil change, brake inspection, tire rotation, check engine light) and checkboxes for additional requests. This information helps service advisors triage appointments and ensures technicians understand the job scope before the vehicle arrives.

Create distinct event types for services with different time requirements: quick services like oil changes or tire rotations (30-45 minutes), medium jobs like brake pad replacement or battery installation (1-2 hours), and diagnostic appointments that need extended time for testing and troubleshooting. Each service type has its own duration, pricing, and description. Customers select what they need, and your schedule reflects accurate time blocks.

Set appropriate durations for each service type based on your shop's typical completion times. Add padding between appointments to account for unexpected complications, vehicle handoff, and paperwork. CozyCal syncs with Google Calendar or Outlook, so any manually blocked time immediately reflects in online availability. If a diagnostic reveals additional work needed, staff can adjust the schedule from the admin dashboard.

Yes. Create individual booking pages for each shop location, or combine all locations on one team booking page where customers select their preferred branch. Each location maintains its own availability, staff assignments, and service offerings. The admin dashboard provides oversight across all locations, letting you track appointments, compare performance, and manage resources from a single account.

Enable event requests to screen bookings before they're confirmed. When a customer submits a request, you receive their vehicle details and service description. Service advisors can assess whether the job fits your shop's capabilities, verify parts availability, or contact the customer for clarification. Approve suitable requests and decline those that don't fit—custom emails notify customers of your decision.

Choose the method that matches your workflow. Round-robin distributes appointments evenly across your team, balancing workloads automatically. Alternatively, let customers request a specific technician they've worked with before. You can also assign jobs manually based on technician specialization—sending transmission work to your drivetrain expert or electrical diagnostics to your most experienced tech.

Every confirmation email includes self-service links for rescheduling or cancellation. Customers view your real-time availability and move their appointment without calling during busy shop hours. You control the rules and how far in advance changes must be made and what policies apply. This convenience reduces phone interruptions for service advisors while giving customers the flexibility they expect.

If technicians discover issues beyond the original appointment scope, your team contacts the customer for approval. Once authorized, you can book a follow-up appointment or extend the current visit if your schedule allows. CozyCal's centralized client database tracks vehicle history, so future service advisors see past work performed and can reference previous findings when the customer returns.

Connect Stripe to accept payment at booking time. This works well for fixed-price services like oil changes, inspections, or tire rotations where the cost is predictable. Prepayment reduces no-shows since customers have financial commitment. For diagnostic appointments where final cost depends on findings, you might collect payment after service completion instead. CozyCal supports both approaches.

Google Calendar and Outlook sync keeps technician schedules accurate across platforms. Stripe handles secure payment collection. Zapier connects CozyCal with over 1,000 apps that automatically export customer data to your shop management system, send booking details to your CRM, or trigger follow-up emails for service reminders. White-label email notifications from your own domain maintain professional branding with every customer communication.