Let customers check in their device online

Available on Standard and above

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Self check-in is an online form your customers fill in before they visit. They add their device, the problem, their contact details and, if you offer it, a pickup.

Each form reaches BytePhase as a request. You check it and turn it into a job with one tap, so there’s less typing at the counter.

Before you start

• To see requests, your shop owner must let you view self check-ins. To change them, you also need to be allowed to edit self check-ins. To turn one into a job, you must be allowed to add jobs too.
• Self check-in is turned on for every new BytePhase account. If you don’t see it, check Settings › App & account › Features.

Share the form with customers

1. Go to Settings › Business settings › Important links. On a phone, go to More › System › Settings › Business settings › Important links.

2. Under Self check-in, click the copy button next to the link.

3. Share the link where your customers will see it. For example, your WhatsApp Business profile, Google Business Profile, website or social media pages.

Customers can also open the form from your BytePhase sign-in page. It shows Self check-in and Track your repair buttons.

Put it on a QR code

BytePhase doesn’t make a QR code for this link. Paste the link into any free QR code generator, then print the QR code for your counter or shop window. Customers scan it to open the form.

What the customer fills in

The form takes the customer through these steps:

1. Service option: only shown if your shop offers both repair and data recovery.
2. Device information: device type, brand, model, serial number, accessories, the services they need and the problem.
3. Basic information: name, mobile number and email.
4. Save or book pickup: their address and, if they want, a pickup. You can skip this step for all customers in Self check-in settings.
5. Verify user contact: a one-time code (OTP) sent to their mobile or email. Customers signed in to their customer login skip this step.

When they finish, they see Thanks for booking with us!

To choose which fields customers must fill in, whether prices show, and more, go to Settings › Jobs & repairs › Self check-in settings.

Turn a request into a job

On a computer

1. Go to Jobs and click the Self check-in tab. The number on the tab shows how many requests are open.

2. Click a request to see the customer, the device, the services and any photos they added.

3. Open the request’s menu (⋮) and click Approve & create job.

   The create job form opens with the customer and device filled in. If the mobile or email matches a customer you already have, BytePhase uses that customer. If not, it adds a new customer.

4. If the customer typed a brand or model you don’t have yet, a window opens to add it. Check the name and save it.

5. Add at least one service or part. Check the rest of the form and click Create.

   BytePhase creates the job. The request changes to Approved and is linked to the job. Photos the customer uploaded are copied to the job.

Desktop

On a phone

New to the phone app? See Getting around on your phone.

1. Tap More › Daily work › Self check-in.

2. Tap a request card to open it.

3. At the top, tap ⋮, then tap Approve & create job.

4. If a window opens to add a new brand or model, check the name and save it.

5. Add at least one service or part and tap Create.

   The request changes to Approved and is linked to the new job.

Done!

The customer’s request is now a normal job with its own number, ready to give to a technician. From here it follows the usual intake to handover steps.

Other things you can do with a request

Choice	What it does
Change status	Sets the request’s stage and who is looking after it
Approve & book pickup	Books a pickup and sets the request to Pickup booked. Pickup and drop must be turned on
Convert to customer	Saves the person as a customer without creating a job. The request becomes Converted

A request can be Open, Contacted, Cancelled, Pickup booked, Pickup completed, Approved or Converted. Only Open requests count towards the number on the tab.

Good to know

• Who hears about a new request: each one goes to a reception staff member. They get an alert in the app, a phone notification and an email.
• Already turned into a job? If you choose Approve & create job again, you see A job already exists for this request. Create another?
• More than one business: requests aren’t tied to a business. The new job belongs to the business picked in the switcher when you turn the request into a job.
• Customers with a login also see Self check-in in their own menu.