Complete Valet Workflow
This comprehensive guide walks you through the complete valet workflow from customer arrival to departure, showing how each role interacts with the system.
Overview
The Valet in a Box system manages the entire valet parking process through a series of interconnected workflows. Each role has specific responsibilities and access to different parts of the system.
Visit Status Flow
Parked
Vehicle is safely parked and secured
Step-by-Step Workflow
1. Customer Arrival
When a customer arrives at your valet location:
Employee Actions:
- Open the mobile app or web interface
- Navigate to "Create Visit" or use the Quick Actions widget
- Enter customer information:
- Customer name
- Phone number
- Vehicle details (make, model, color, license plate)
- Key mapping ID (physical key location)
System Response:
- Generates unique ticket number (e.g., VIB-001)
- Creates visit record with "pending" status
- Sends SMS confirmation to customer
- Assigns drop-off employee
2. Vehicle Parking
Employee Actions:
- Click "Next" on the visit card to move to "parking_in_progress"
- Physically move the vehicle to designated parking area
- Update status to "parked" when vehicle is secured
- Record parking location details
System Response:
- Updates visit status to "parked"
- Records parking timestamp
- Sends SMS update to customer
- Makes visit visible to other employees
3. Customer Return Request
When customer requests their vehicle:
Customer Actions:
- Call the valet number or use the mobile app
- Provide ticket number for lookup
Employee Actions:
- Use "Ticket Lookup" or "Customer Lookup" features
- Find the visit record
- Update status to "return_requested"
- Assign pickup employee
System Response:
- Updates visit status
- Sends SMS confirmation to customer
- Notifies assigned employee
4. Vehicle Retrieval
Employee Actions:
- Receive notification of return request
- Navigate to parking location using key mapping ID
- Retrieve vehicle and bring to customer
- Update status to "return_in_progress" then "completed"
System Response:
- Updates visit status
- Records completion timestamp
- Triggers payment processing workflow
5. Payment Processing
Payment Processing
Payment Details
Total Amount:
$30.00
Payment Summary
- Service Fee
$25.00
- Tip
$5.00
- Total
$30.00
Card payments are processed securely through Stripe.
Employee Actions:
- Access payment interface
- Select payment method (cash or card)
- Enter service amount and optional tip
- Process payment through integrated system
System Response:
- Processes payment securely
- Generates invoice number
- Updates visit with payment details
- Sends receipt to customer
6. Visit Completion
Final Steps:
- Customer receives their vehicle
- Payment is confirmed
- Visit status becomes "completed"
- SMS notification sent to customer
- Visit data recorded for reporting
Role-Specific Workflows
Employee Workflow
Mobile Interface
Valet in a Box
Employee Dashboard
Quick Actions
Recent Visits
#VIB-001
#VIB-002
Employees use the mobile-optimized interface to:
- Create new visits quickly
- Update visit statuses in real-time
- Process payments on the go
- Look up customer information
- Manage their schedule and shifts
Administrator Workflow
Employee Management
Mike Johnson
Valet
Sarah Wilson
Valet
(555) 234-5678
John Smith
Manager
(555) 345-6789
Emily Davis
Valet
(555) 456-7890
Administrators manage:
- Employee accounts and permissions
- Site configurations
- Payment processing settings
- System analytics and reporting
- User role assignments
Key Features in Action
Visit Management
Visit Management
#VIB-001
John Smith
Toyota Camry
#VIB-002
Emily Davis
Honda Civic
#VIB-003
Robert Brown
BMW X5
Ticket #VIB-001
Customer: John Smith
Phone: (555) 123-4567
Key ID: A-15
Vehicle: Toyota Camry
Color: Silver
Plate: ABC-123
Status: PARKED
The visit card system provides:
- Real-time status updates
- Color-coded status indicators
- Quick action buttons
- Detailed customer and vehicle information
- Payment status tracking
Mobile Interface
The mobile interface is optimized for:
- Touch-friendly interactions
- Quick access to common actions
- Real-time data synchronization
- Offline capability for basic functions
- Responsive design for all screen sizes
Best Practices
For Employees
- Always confirm customer information before creating visits
- Update visit status promptly to keep customers informed
- Use the key mapping system consistently
- Process payments immediately upon completion
- Keep the mobile app updated and charged
For Administrators
- Regularly review employee performance metrics
- Monitor payment processing for accuracy
- Keep customer data secure and up-to-date
- Train employees on new features and updates
- Use analytics to optimize operations
For Site Managers
- Monitor visit volume and employee efficiency
- Ensure proper key management procedures
- Coordinate with employees on shift schedules
- Review customer feedback and complaints
- Maintain equipment and technology
Troubleshooting Common Issues
Visit Not Found
- Check ticket number spelling
- Verify customer phone number
- Search by customer name or vehicle details
- Check if visit was created at different site
Payment Processing Errors
- Verify internet connection
- Check payment method details
- Ensure sufficient funds or cash on hand
- Contact administrator for system issues
Status Update Problems
- Refresh the mobile app
- Check network connectivity
- Verify employee permissions
- Contact technical support if persistent
Integration Points
The system integrates with:
- SMS Services: Automated customer notifications
- Payment Processing: Stripe integration for card payments
- Analytics: Real-time reporting and insights
- Mobile Apps: Native mobile experience
- Web Dashboard: Comprehensive management interface
Next Steps
After completing this workflow:
- Review the Administrator Guide for system setup
- Check the Employee Guide for daily operations
- Explore the analytics dashboard in the main application for performance insights
- Set up User Management for your team
This workflow ensures a smooth, professional valet experience for both customers and staff while maintaining accurate records and efficient operations.