HOW TO CREATE MECHANIC IN DMS

HOW TO CREATE MECHANIC IN DMS


HINDI VIDEO TUTORIAL:- HOW TO CREATE MECHANIC IN DMS



Mechanic Creation Process


EV Service Workshop / Excellon DMS | Dealer Standard Operating Procedure


INTRODUCTION


What is a Mechanic in the System ? A Mechanic (also referred to as a Service Technician) is a skilled professional registered in the Excellon DMS who performs repair, maintenance, and inspection tasks on vehicles. Each mechanic is created as a digital profile in the Mechanic Master screen, enabling the system to track assignments, workload, and performance. Why This Document is Used This SOP provides a step-by-step guide to register service technicians in the system, assign mechanics to Job Cards for service work, and track technician performance and workload across the workshop. Importance in Workshop Operations Without a properly configured mechanic profile, service advisors cannot assign work through Job Cards, managers cannot monitor workshop productivity, and the dealership loses visibility into technician utilization and service quality.


NAVIGATION


Follow these steps to navigate to the Mechanic Detail screen:

Step 1: Log in to the Excellon DMS and go to the relevant Service module.

Step 2: Navigate to: Global Network Administration> Management>Service>Mechanics

Step 3: The Mechanic Detail screen will open, showing the list of existing mechanics (if any).

Step 4: Click the “New” button at the top of the screen to begin creating a new mechanic.





CREATE NEW MECHANIC ENTRY


Step 1: Click “New” On the Mechanic Detail screen, locate and click the “New” button at the top of the page. This opens a blank Mechanic Creation form.

Step 2: Blank Form AppearsA blank form will appear with all the required and optional fields to configure the new mechanic profile. The form includes sections for Contact Type, Basic Information, General Information, Address, Contact Details, Skills, and more.
Step 3: Begin Filling Out the FormStart entering mechanic details section by section, as explained in the following slides. Mandatory fields are marked and must be completed before saving.



SWITCH MECHANIC TO MECHANIC DETAILS





BASIC INFORMATION


Code (Mandatory)A unique identifier for the mechanic. This may be auto-generated or manually entered depending on system configuration. Example: MECH-001, MECH-002.First Name (Mandatory)Enter the mechanic’s first name exactly as it appears on official records. Middle Name (Optional)Enter the middle name if applicable. This field can be left blank. Last Name (Mandatory)Enter the mechanic’s surname / family name. Company (Optional)If the mechanic is employed through a third-party service company, enter the company name here.



ADDRESS AND CONTACT DETAILS


Address Details Address Line 1 – Enter the primary street address of the mechanic .Address Line 2 – Additional address information (apartment, building, landmark).City – City where the mechanic resides. State – State or province.ZIP / Postal Code – Enter the PIN code or ZIP code .Area Name – Locality or area name for reference. Contact Details Mobile (Mandatory) – Enter a valid 10-digit mobile number for the mechanic. Phone – Alternate phone number (landline or secondary mobile).Email – Enter a valid email address for official communication.



ADDITIONAL INFORMATION


Picture (Optional)Upload a photograph of the mechanic for easy identification. This is helpful for workshop managers who need to quickly identify technicians on the shop floor. Skills (Recommended)Define the technician’s skill set (e.g., Engine Repair, Electrical, Body Work, EV Battery Service). Adding skills helps service advisors assign the right mechanic to the right job, improving efficiency and service quality. Contact Relations (Optional)If the mechanic is linked to other contacts in the system (e.g., a supervisor or team lead), you can define those relationships here. This is optional but useful for organizational hierarchy tracking.

Important: Always add skills for each mechanic. This ensures proper job matching in the Service Assignment module.




CONTACT TYPE





SAVE MECHANIC


Step 1: Review All Entered Information Before saving, carefully review all the fields you have filled in. Ensure that the Code, Name, Mobile Number, and Skills are correctly entered.

Step 2: Click “Save” Click the “Save” button located at the top or bottom of the form. The system will validate all mandatory fields before saving.
Step 3: System Validation If any mandatory field is missing or contains invalid data, the system will display an error message. Fix the highlighted fields and try saving again.
Step 4: Confirmation Once saved successfully, the mechanic record is created and stored in the system. The mechanic will now be available in all relevant dropdown lists across the DMS



WHERE MECHANIC IS USED



WHERE MECHANIC IS USED

Job Card Dropdown Once a mechanic is created, their name appears in the mechanic dropdown when creating or editing a Job Card. Service advisors can select the appropriate mechanic to assign work. Service Assignment Section In the Service Assignment module, mechanics can be allocated to specific tasks. The system tracks which mechanic is working on which job in real time.

Practical Example1. A vehicle arrives for servicing and a Job Card is created.
2. The Service Advisor selects the mechanic from the dropdown list.
3. The mechanic performs the work and updates the job status.
4. Workshop manager can track progress and generate performance reports.



BEST PRACTICES AND COMMON MISTAKES


Best Practices

1. Use proper naming conventions – Enter full legal names to avoid confusion.
2. Ensure correct contact details – Verify mobile and email before saving.
3. Add skills for each mechanic – This enables better job-to-technician matching.
4. Avoid duplicate entries – Always search for existing records before creating new ones.
5. Upload a photo – Helps with quick identification on the shop floor.

Common Mistakes to Avoid

1. Missing mandatory fields – Code, First Name, Last Name, and Mobile are required.
2. Incorrect mobile number or email – Double-check format and accuracy.
3. Not clicking Save – Always save after entering data to avoid losing your work.
4. Skipping skills entry – Without skills, job matching will not work properly





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