Workshop and after-sales

1. 1Open Workshop in the menu, then tap the round “+” button at the bottom right of the screen (or Create your first ticket if the workshop is still empty).
2. 2Choose the customer: Existing customer (search by name or email), Walk-in (first name, last name, phone, email) or No customer.
3. 3Choose the job type (for example Grip change, Loft / lie or Full build), then enter the clubs involved and the customer’s request.
4. 4If needed, set the priority, technician, zone, due date and a price estimate. In simple mode, these settings are folded under + More options (priority, technician, due date, pricing).
5. 5Tap Create ticket. The ticket gets an automatic number.

If no due date is entered, GolfSpec calculates it from the target lead time of the job type, set in advanced mode in Workshop settings (Target lead times per job type (hours)). The assigned technician receives a notification.

For a walk-in customer, the Create customer record link on the ticket turns their details into a customer record.

To explore the module risk-free, Workshop settings has a Demo data section: Load demo data, then Clear all when you are done.

On a fitting record, tap Send to workshop. The ticket form is prefilled with the customer, the clubs and a job type deduced from the recommendations.

In the ticket’s Tasks tab, the Fitting specs block shows for each item the shaft, grip, loft, lie, length, hosel setting, set composition and assembly notes. The Linked fitting → link goes back to the fitting record, which in turn lists its tickets in the Workshop section.

When the ticket is closed, its labor and parts lines are added once to the fitting’s quote. Nothing to re-enter.

On a large screen, the Workshop page opens as a kanban with five columns: To do, In progress, Blocked, Quality check and Done / ready. On a phone, it opens as a list. The two icons on the right of the filter bar switch between views.

To change a status, drag the card to another column (on a tablet or phone: long press, then drag), or use the card’s Move to… menu. The My tasks, Urgent and Blocked filters, the technician, zone, job type and priority filters, and the search (ticket number, customer, clubs) narrow down the queue.

• Start: the ticket moves to In progress.
• Block: choose Awaiting part, Awaiting client or Blocked (technical), with a required reason. Admin and Manager accounts receive a notification.
• Approve & close: the ticket moves to Done.
• Ready for pickup: the customer receives the “Your clubs are ready!” email if their address is known. If the ticket comes from a fitting, the email includes a button to their portal. If they enabled notifications on their portal, they also get a notification.
• Handed to customer: the customer signs on screen, then Confirm handover (or Hand over without signature). The ticket moves to Delivered and stays visible in the queue for 24 hours.

At the top of the ticket, three PDF documents are ready to print: A5 job sheet (the work sheet for the bench), Drop-off receipt (the customer’s receipt, available from creation) and, once the ticket is closed, Work summary (labor, parts and totals). The Work summary is only offered for tickets without a linked fitting: otherwise, these lines appear on the fitting’s quote.

Fitter accounts create tickets and handle the handover (Ready for pickup, Handed to customer). Starting, blocking, entering parts and labor, executing and closing are reserved for Admin and Manager accounts, as are cancelling (archived with a reason, never deleted) and Reopen ticket.

By default, the workshop runs in Simple mode: quick creation, direct closing, no workflow or quality control. For a club-building workshop, turn it off in Workshop settings (settings icon on the Workshop page, Admin and Manager accounts).

In advanced mode, each job type follows a workflow defined in Club building workflows: a series of checkbox, measurement, photo or text steps. For a measurement, you set the unit, the target, the tolerances (Tol. min, Tol. max) and whether it is Blocking if out of tolerance. Default workflows (grips, shaft cut, loft and lie…) are provided and can be edited.

On a ticket with steps, the Execution mode button opens a full-screen view, one step at a time, with large buttons designed for the bench: enter the measurement, take a photo, then Complete step. A measurement outside the tolerances shows Out of tolerance: the step can only be completed with a justification. A Blocking if out of tolerance step also prevents sending the ticket to quality check or closing it while that justification is missing.

Once the required steps are done, Send to quality check moves the ticket to Quality check. With Quality control required before closing (on by default), a ticket can only be closed after this check. In the Parts & labor tab, a warning appears when the projected cost exceeds the estimate.

In the Parts & labor tab, add labor from your Workshop rates (flat rate or hourly) and parts from your stock (search by name, brand or SKU) or as a Free entry (unlisted item). Totals excluding tax are shown below the lines. The Photos tab keeps the Before and After photos, the History tab every dated action, and the Info tab the Internal notes (never visible to the customer).

The Parts stock page (Admin and Manager accounts) lists your grips, shafts and consumables with their quantity. In the Add a part block, enter the description, category, price excluding tax and quantity, then tap Add; then adjust quantities with − and +. The Low stock (1 to 3), Out of stock (0) and Not tracked (no quantity) badges show what needs restocking. These parts are offered in the search of the Parts & labor tab.

By default, stock is decremented when the ticket is closed. Change the rule in advanced mode in Workshop settings, Parts stock decrement setting: When the ticket is closed, When the part is added or Never (manual). A part removed from a ticket goes back into stock if it had been counted.

If you add a part with insufficient stock to a ticket that is To do or In progress, the ticket automatically moves to Awaiting part.

The Warranty space handles breakage and warranty with the brands, separately from the workshop. Open Warranty in the menu: the Warranty tracking page shows the claims, the Open counter and, over the last 30 days, the Resolved and Refused counters.

1. 1Tap New warranty claim.
2. 2Enter the channel (In store or Web), the product type, the customer (Existing customer or Free-text name), the product and the issue observed.
3. 3State whether the product is under warranty (Yes — warranty lets you Import the invoice (photo or PDF)), add photos, and specify whether the customer dropped off the product, who handles the claim and whether a quote is needed.
4. 4Tick Email the customer an intake confirmation to let them know right away.
5. 5In Send to supplier, choose the brand’s sales rep, then Save + send. To send it later, choose Not now — save the claim, then Save the claim.

Save your sales reps once and for all in Workshop settings, Warranty contacts (sales reps) section. If an address is set in Warranty inbox per shop, it receives a copy of every request.

On the claim card, change the status: Open, Sent, In progress, Product received, Resolved or Declined. Once Resolved, specify the outcome: Repaired, Replaced, Credit note or Supplier refusal. A claim that is still Open is sent with Send to supplier, then Send request.

Only a claim that was never sent (Open) can be deleted.

When a club has been dropped off in store, the claim card offers Create the workshop ticket. The ticket opens prefilled (job type Warranty / after-sales, product, issue, customer) and the claim stays linked to the ticket. In the ticket, the Warranty tab shows the linked claims, and Open a warranty case creates a new one for the same customer.

Reminders: as long as a request is Sent or In progress, GolfSpec automatically reminds the supplier by email once the claim is more than 14 days old, then again roughly every 14 days. The reminder date is shown on the claim.

Customer return: when the claim is Product received or Resolved and the customer’s email is known, Notify the customer sends them a return notice. The button then becomes Notify the customer again. If the product was dropped off, Drop-off receipt prints its receipt.