PowerLogPro How-To Guide

PowerLogPro is service management and scheduling software built for powersports dealerships and repair shops. It brings service requests, the work calendar, technician assignment, customer messaging, and repair-order visibility into one shared system, so the whole service department works from the same up-to-date picture.

• How a job flows from request to scheduling to pickup
• Where service requests, the calendar, and customers live
• How PowerLogPro fits alongside the tools your shop already uses

PowerLogPro uses two dealer logins: Manager and User. Managers can reach everything, including Admin and settings; Users handle day-to-day service work. Technicians and service writers are set up as records you assign work to — they are not separate logins.

• What Managers can do that Users cannot (Admin, settings, user management)
• What day-to-day Users can do (dashboard, customers, service requests, calendar)
• The difference between a login (Manager or User) and a technician or service writer record

You sign in to PowerLogPro at your dealership's web address. Your role determines what you see after you log in.

• Signing in and recognizing your role
• Changing your password
• Logging out

After logging in, the top navigation gives you quick access to the main areas of the app, and the dashboard gives the service department a snapshot of what needs attention.

• The main navigation: Dashboard, Service Requests, Calendar, Customers, and (for Managers) Admin
• Getting an at-a-glance view of the day
• Jumping straight into a service request or the calendar

Dealer settings hold your dealership profile and the operating details PowerLogPro uses across the app, such as your timezone, daily service hours, and shop labor rate.

• Set your dealership name, contact info, and timezone
• Set daily service hours that shape the calendar's Day view
• Set a shop labor rate used to estimate job hours on DMS import

Add a login for each person who needs access, and choose whether they are a Manager or a User.

• Add and edit dealer logins
• Assign Manager or User
• Reset passwords and deactivate users who leave

Set up your technicians so jobs can be assigned to them and color-coded on the calendar.

• Add technicians and give each a calendar color
• Set technician schedules and availability
• Mark technicians active or inactive

Set up your service writers so jobs can show who is handling them and be filtered by writer.

• Add service writers
• See writers on job cards and in calendar filters
• Mark writers active or inactive

Managers can give the work calendar an optional powersports look. Themes change only the visual style — the scheduling workflow, technician colors, and job cards stay exactly the same.

• Choose from Default, Motocross, Street Bike, UTV Desert, or ATV Mudding
• Keep the familiar default look if you prefer
• Apply the chosen theme for your dealership

Configure the notifications your team relies on and the customer email templates your dealership uses, so your wording stays consistent.

• Review notification options for service activity
• Manage customer email templates
• Keep your dealership's messaging consistent

Customer records keep each customer's details in one place so you can find them quickly and tie their work and messages to the right person.

• Find, add, and edit customers
• Keep contact details current
• Connect a customer to their vehicles and service requests

Vehicle profiles track each unit you service, so past work and details are one click away on the next visit.

• Add units with make, model, VIN, and plate
• Link a unit to its customer
• See a unit's service history over time

A service request is the record for a job. You can create one from a phone call or a walk-in, capturing what the customer needs.

• Capture the reason for service and customer details
• Add internal notes and customer-facing notes
• Choose a visit type (Drop-off or Waiting customer)

Customers can submit service requests online. Those requests arrive in PowerLogPro as new jobs, ready for your team to review.

• See how online requests come in as new jobs
• Manage the intake tokens that authorize your online form
• Start every job from a clean, complete record

As jobs are completed, they build a service history on the customer and the vehicle so your team can reference past work.

• Review completed work on a unit
• Use history to inform the next visit
• Keep a record customers can trust

The work calendar shows scheduled jobs across your team. You can switch views and filter to focus on a technician or service writer.

• Open the calendar and switch between Month and Day views
• Filter by technician or service writer
• Read the technician color legend

Month view gives you the big picture of the shop's month, including how booked each day is.

• Read each day's job cards
• See per-day capacity and over-capacity cues
• Spot busy and open days at a glance

Day view focuses on a single day, organized by technician and along a time ruler based on your service hours.

• See each technician's jobs for the day
• Read the time ruler built from your service hours
• Place jobs at a scheduled start time

Scheduling is drag-and-drop. Move unscheduled jobs onto the calendar, and move scheduled jobs around as plans change.

• Drag an unscheduled job onto a day
• Move a job between days or technicians
• Place a job by time in Day view

Assign each job to the right technician so the floor and the front counter agree on who is doing what.

• Assign a technician (shown with their color)
• Spot unassigned jobs
• Reassign work when plans change

Assign a service writer to a job so everyone can see who owns the customer relationship, and filter the calendar by writer.

• Assign a service writer to a job
• See the writer on the job card
• Filter the calendar by service writer

Track when a unit is expected and when it has actually arrived, separate from when the work is scheduled.

• Capture a requested drop-off date and time
• See confirmed drop-off appointments on the calendar
• Mark when a unit is here

Promise dates and scheduled work dates keep expectations and the plan aligned, with clear cues when something is due or overdue.

• Set a promise (due) date for the customer
• Set the scheduled work date on the calendar
• Watch for due-today and overdue indicators

Each job moves through clear statuses so anyone can tell where it stands at a glance.

• Follow jobs from New to In Progress to Completed
• Use Scheduled / Confirmed and Contacted along the way
• Understand Closed, Cancelled, and Spam

When a job is blocked, a "Waiting on" status explains why, so nothing stalls silently.

• Flag jobs waiting on parts, authorization, the unit, or a sublet/vendor
• Group waiting jobs in Month view
• Clear the hold when the job can move again

Completed work that is ready for the customer shows up so the front counter knows what can go home.

• See completed jobs ready for customer pickup
• Keep the team aligned on what's done
• Hand off cleanly to the customer

Mark a job complete when the work is done — and reopen it if something needs another look.

• Mark a job complete
• Reopen a job if needed
• Keep completed work in the service history

A few simple habits keep PowerLogPro accurate and useful for the whole department.

• Keep statuses current throughout the day
• Use "Waiting on" to explain holds
• Assign technicians and writers consistently
• Message customers in-app instead of personal phones

Your team messages customers from the job itself, so the conversation stays tied to the repair order and visible to everyone — not stuck on one person's phone.

• Message a customer from the request or calendar popup
• Keep messages attached to the repair order
• See unread indicators across the team

A secure link lets a customer view their own service request and message the shop, without needing an account.

• Share a secure link to a customer's job
• Let customers see their current status
• Keep the conversation tied to the job

Customers can use the PowerLogPro iPhone app to follow their service, message the shop, and see their vehicles and service history.

• Track service status from the app
• Message the shop
• View vehicles and service history

When the shop replies to a customer's message, the iPhone app can notify them, so they hear back without calling in.

• Customers can be notified when the shop replies
• Less phone tag for your advisors
• Updates reach the customer where they already are

From the App Alerts tool, a manager can send service reminders to customers who use the iPhone app.

• Compose a service reminder as an App Alert
• Reach customers who use the app
• Encourage customers to book their next service

A manager can also send warranty-expiration reminders as App Alerts to keep customers aware of timing.

• Compose a warranty-expiration alert
• Let customers know expiration is approaching
• Send it to app customers from one place

Managers can share special offers and general announcements with app customers through App Alerts.

• Send specials and promotions
• Share dealership announcements
• Keep customers in the loop between visits

Questions, approvals, and decisions can be handled through job-tied messaging, so the back-and-forth stays connected to the repair order.

• Answer customer questions in context
• Capture approvals and decisions with the job
• Keep a record the whole team can see

PowerLogPro is designed to fit alongside the systems your dealership already runs, with a DMS / Lightspeed-ready workflow.

• Understand how PowerLogPro complements your DMS
• Keep using the systems your shop relies on
• Improve scheduling, communication, and visibility on top

Import repair orders from a DMS export so jobs come into PowerLogPro ready to schedule.

• Bring repair orders in from a DMS export
• Review the import before it is applied
• Get jobs onto the calendar quickly

Repair-order information can also come in by email and show up in PowerLogPro as requests.

• Let repair orders arrive by email
• See them as requests ready to review
• Reduce manual re-entry

When a unit has several jobs on the same repair order, you can group them and handle them together.

• Combine multiple jobs that share a repair order
• Schedule and move grouped jobs together
• Ungroup or remove a job when needed

Grouped jobs appear as a single card on the calendar so a multi-job unit stays easy to read and manage.

• Recognize grouped job cards
• Open a group to see its jobs
• Keep multi-job units organized

If you can't sign in or can't find a feature, it is usually about your login or your role.

• Double-check your dealership web address and credentials
• Admin is Manager-only — Users will not see it
• Ask a manager to reset your password or adjust your access

If a job will not schedule or the calendar looks off, check a few basics first.

• Make sure the job is an active, unscheduled request
• Try Day view to place a job by time
• An over-capacity day is a heads-up, not a block

If a customer says they did not get an update, confirm the basics.

• Confirm the customer has the iPhone app and is signed in
• Push notifications are sent when the shop replies to a message
• The customer portal link also shows the latest status

If an import did not create what you expected, review the export and the preview.

• Re-check the DMS export file
• Use the import preview before importing
• Confirm your shop labor rate so estimated hours look right

If a calendar theme is not showing, confirm the setting and refresh.

• Themes are chosen by a manager in dealer settings
• The default look is always available
• Refresh the calendar after changing the theme

Start with Getting Started: review the roles, log in, and explore the dashboard. Managers should then complete Manager Setup — dealer settings, users, technicians, and service writers — before the team begins daily work.

Only Managers can reach Admin, change dealer settings, manage users, and choose a calendar theme. Users handle day-to-day service work.

Open the work calendar and drag an unscheduled job onto a day — and onto a technician in Day view. You can also set promise dates and scheduled work dates so the calendar reflects your plan.

Customers can view their service request and message the shop through the customer portal and the PowerLogPro iPhone app. When the shop replies to a message, the app can notify the customer.

Yes. From the App Alerts tool, a manager can send alerts such as service reminders, warranty-expiration reminders, specials, and announcements to customers who use the iPhone app.

No. PowerLogPro works alongside your DMS to improve scheduling, communication, and repair-order visibility, with a DMS / Lightspeed-ready workflow.

Yes. A manager can choose an optional calendar theme (Motocross, Street Bike, UTV Desert, or ATV Mudding) or keep the default. Themes change only the look, not the workflow.

Admin is Manager-only. If you do not see it, your login is a User. Ask a manager if you need different access.