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🛠 Complete Setup Workflow

This comprehensive guide walks you through the entire process of setting up a valet operation from scratch, including organization setup, site configuration, employee management, and the complete visit lifecycle.

Overview​

The Valet in a Box system follows a hierarchical structure: Organization → Site → Employee → Visit

Each level has specific responsibilities and access controls based on user roles.

Phase 1: Organization Setup (Administrator Role)​

Administrators create and manage the top-level organizational structure.

Step 1: Create Organization​

Organization Creation Form

Administrators use this form to create new organizations with contact information and ownership details.

// Organization Creation Component
<OrgCreator onCreated={(org) => {
  console.log('Organization created:', org);
}} />

Form Fields:

  • Organization Name * (required)
  • Address
  • Contact Phone
  • Owner (name or ID)
  • Contact Email

Key Fields:

  • Organization Name: The business name (e.g., "Downtown Valet Services")
  • Address: Physical location of the main office
  • Contact Phone: Primary business phone number
  • Owner: Name or ID of the organization owner
  • Email: Business contact email

Phase 2: Site Setup (Administrator Role)​

Once an organization is created, administrators can set up individual valet sites.

Step 2: Create Valet Site​

Site Creation Form

Link a new valet site to an existing organization. Each site can have different pricing and operational settings.

// Site Creation Component
<SiteCreator 
  allowedOrgs={organizations}
  onCreated={(site) => {
    console.log('Site created:', site);
  }} 
/>

Form Fields:

  • Select Organization (dropdown)
  • Site Name * (required)
  • Address (optional)

Key Fields:

  • Organization: Select from existing organizations
  • Site Name: Location identifier (e.g., "Grand Hotel Valet")
  • Address: Physical location of the valet operation

Phase 3: Employee Management (Administrator/Site Manager Role)​

Create employee accounts and assign them to specific sites.

Step 3: Create Employee Account​

Employee Creation Form

Add new employees to the system and assign them to specific sites with appropriate roles.

// Employee Creation Component
<EmployeeCreator 
  siteId={selectedSiteId}
  onCreated={(employee) => {
    console.log('Employee created:', employee);
  }} 
/>

Form Fields:

  • First Name * (required)
  • Last Name * (required)
  • Email * (required)
  • Phone Number
  • Role Selection
  • Site Assignment

Key Fields:

  • Name: Employee's full name
  • Email: Used for login and notifications
  • Role: Site Manager, Employee, or Customer
  • Site: Which valet location they work at

Phase 4: Visit Lifecycle (Employee Role)​

The complete process of handling a customer's vehicle from drop-off to pickup.

Step 4: Create Visit​

Visit Creation Form

When a customer arrives, employees create a new visit record with vehicle and customer information.

// Visit Creation Component
<VisitCreator 
  siteId={currentSiteId}
  employeeId={currentEmployeeId}
  onCreated={(visit) => {
    console.log('Visit created:', visit);
  }} 
/>

Form Fields:

  • Customer Name * (required)
  • Vehicle Make * (required)
  • Vehicle Model * (required)
  • License Plate * (required)
  • Vehicle Color
  • Special Instructions

Key Fields:

  • Customer Name: For identification and communication
  • Vehicle Details: Make, model, color, and license plate
  • Special Instructions: Any specific handling requirements

Step 5: Park Vehicle​

Vehicle Parking Process

After creating the visit, employees park the vehicle and record its location.

// Vehicle Parking Component
<VehicleParking 
  visitId={visit.id}
  onParked={(location) => {
    console.log('Vehicle parked at:', location);
  }} 
/>

Process:

  1. Take vehicle to assigned parking spot
  2. Record parking location (zone, row, spot number)
  3. Take photo of vehicle (optional)
  4. Update visit status to "Parked"

Step 6: Complete Visit​

Visit Completion Process

When customer returns, employees retrieve the vehicle and complete the visit.

// Visit Completion Component
<VisitCompletion 
  visitId={visit.id}
  onCompleted={(visit) => {
    console.log('Visit completed:', visit);
  }} 
/>

Process:

  1. Locate vehicle using recorded parking spot
  2. Retrieve vehicle and bring to customer
  3. Process payment (if applicable)
  4. Update visit status to "Completed"
  5. Generate receipt

Phase 5: Payment Processing (Employee/Customer Role)​

Handle payment for valet services.

Step 7: Process Payment​

Payment Processing

Customers can pay via cash, card, or online through the system.

// Payment Processing Component
<PaymentProcessor 
  visitId={visit.id}
  amount={visit.totalAmount}
  onPaymentComplete={(payment) => {
    console.log('Payment processed:', payment);
  }} 
/>

Payment Options:

  • Cash: Direct payment to employee
  • Card: POS terminal integration
  • Online: Customer portal payment

Phase 6: Analytics & Reporting (Manager/Admin Role)​

Monitor performance and generate reports.

Step 8: View Analytics​

Analytics Dashboard

Track key metrics and performance indicators across all operations.

// Analytics Dashboard Component
<AnalyticsDashboard 
  siteId={selectedSiteId}
  dateRange={dateRange}
  onDataLoad={(data) => {
    console.log('Analytics data:', data);
  }} 
/>

Key Metrics:

  • Daily visit counts
  • Revenue tracking
  • Employee performance
  • Customer satisfaction
  • Peak hours analysis

Best Practices​

For Administrators​

  • Set up proper role permissions
  • Configure payment processing
  • Set up SMS notifications
  • Train site managers

For Site Managers​

  • Monitor daily operations
  • Manage employee schedules
  • Handle customer complaints
  • Review performance reports

For Employees​

  • Always verify customer information
  • Take clear photos of vehicles
  • Record accurate parking locations
  • Maintain professional communication

For Customers​

  • Keep ticket safe
  • Provide accurate contact information
  • Follow parking instructions
  • Use online payment when possible

Troubleshooting​

Common Issues​

Visit Not Found

  • Check ticket number spelling
  • Verify correct site selection
  • Contact site manager

Payment Processing Error

  • Check internet connection
  • Try alternative payment method
  • Contact support

Vehicle Location Issues

  • Check parking zone records
  • Contact other employees
  • Review security footage

Next Steps​

  1. Complete Setup: Follow all phases in order
  2. Train Staff: Ensure everyone understands their role
  3. Test System: Run through complete workflow
  4. Go Live: Start accepting customers
  5. Monitor Performance: Use analytics to optimize

This workflow provides a complete foundation for running a professional valet operation with Valet in a Box.