Key takeaways
- Every repair needs a current status that the whole team can see.
- An activity history of who changed what, and when, settles disputes and coaches staff.
- A shareable job link and WhatsApp updates cut ‘is it ready?’ calls.
- Review stuck jobs by status and age daily.
What is repair tracking software?
Repair tracking software gives every repair a live status and a history. Counterpoint found that even at brand service centres, only 31% of smartphone problems were fixed within an hour, and 4 in 10 customers needed repeat visits. Most repairs take hours or days, so tracking matters to the business and the customer.
A practical status set
| Status | Means | Who acts next |
|---|---|---|
| Open | Received, not yet diagnosed | Technician |
| Approval pending | Estimate shared | Customer, chased by the front desk |
| Part required | Waiting for a spare part | Purchasing |
| Repair started | Work in progress | Technician |
| Send for warranty | Gone to the brand or a specialist | Front desk follows up |
| Completed / ready for delivery | Fixed and tested | Front desk notifies the customer |
| Closed | Delivered, returned without repair, or cancelled | No one |
Activity history: who changed what, when
Every status change, note, part and price edit should be logged automatically with the person’s name and the time. The history answers questions like “when did this go to ‘part required’?” and “who changed the estimate?”. It also protects you when a customer disputes what was agreed.
Keeping customers informed
- Job link: a shareable link to the customer’s job receipt, viewable on their phone.
- WhatsApp at key moments: received, ready and delivered, sent when you decide.
- Printed slip at intake with the job number.
How Rasko does it
Rasko job cards carry a repair status and a closing status. Every change is recorded in an Activity log that shows who made it, field by field, in plain language. Customers automatically get a ‘device received’ WhatsApp message, and staff send ‘intake receipt’, ‘completed’ and ‘delivered’ messages from the Notify menu. Each job also has a shareable receipt link.
The job card list filters by status, repair status, priority, technician and date, so stuck jobs are easy to find.
Finding stuck repairs
- Filter part required: anything older than your usual supplier lead time.
- Filter approval pending: chase customers older than two days.
- Filter completed: remind customers who haven’t collected.
- Filter open by age: jobs nobody has diagnosed yet.
Related: job card software and WhatsApp service updates.