01
Organize service appointments
Collect the booking details and the customer's description in your intake format. Coordinate the appointment from the capacity your shop supplies.
What you get back: An appointment brief for the service advisor
For repair shop owners and service advisors
Virtual assistants for auto repair shops
Keep customers informed without pulling the service advisor away from every decision. Your assistant organizes appointments, records questions and follows the updates your shop provides. KTD recruits and prepares for your agreed repair-shop role before handoff.
Find your assistantThe customer needs an update. The work order needs an owner.
A part has not arrived, a customer is waiting on a call, and the service advisor has a revised recommendation to discuss. The office needs to know which update is ready to send and which still requires a decision.
An assistant can keep those states visible against the work order. Your advisor gets the customer question and the latest supplied status together, then the approved response gets followed through.
The work to hand off
Connect customer communication to the work order.
02
Maintain the customer update queue
Link incoming questions to the right work order and record the latest status provided by your shop. Separate a factual update from a question awaiting the advisor.
What you get back: A work-order update queue with response owners
03
Track parts and return-visit updates
Record supplied parts status and the next contact needed. Once your team decides the plan, coordinate a return appointment or customer update.
What you get back: A follow-up log for parts-related and return-visit items
04
Coordinate approved pickup messages
Send your shop's authorized readiness message and confirm the customer's collection arrangements. Route unresolved questions back before marking the communication complete.
What you get back: A pickup communication record with open questions visible
Illustrative workflow
From a parts update to an informed customer
Use the service advisor's status as the source for each customer message.
A work-order question arrives
Assistant preparesRecord the question and connect it to the correct job.
Your team decidesWho should review the status or recommendation.
The shop supplies an update
Assistant preparesLog the source, timing and any unresolved dependency.
Your team decidesThe repair plan and what can be communicated.
The message is approved
Assistant preparesPrepare the customer update and record the wording authorized.
Your team decidesAny revised estimate, authorization or completion commitment.
The customer responds
Assistant preparesRecord the reply and coordinate the next assigned step.
Your team decidesHow to resolve a new question or change the plan.
Illustrative example — not a client record
A work-order update awaiting advisor approval
Keep the supplied parts status separate from a promised completion time.
- Work order
- Example entryAR-036; customer asks when the vehicle will be ready.
- What to provide or checkConnect the question to the correct job.
- Supplied status
- Example entryShop reports that an ordered part has not yet arrived.
- What to provide or checkRecord the current source-based update.
- Customer request
- Example entryCustomer wants to know whether pickup is possible tomorrow.
- What to provide or checkPreserve the question requiring a decision.
- Approval needed
- Example entryService advisor has not confirmed a completion window.
- What to provide or checkAvoid turning a parts update into a promise.
- Next action
- Example entryAdvisor approves the response; assistant sends it and records any new question.
- What to provide or checkName the owner and follow-through.
Ready to hand over when: The service advisor can see the customer's question and supplied parts status, with the completion window clearly awaiting the advisor's decision.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Is customer follow-up a recurring service-desk bottleneck?
A useful fit when
- Open work orders generate regular status questions, appointment changes and pickup messages.
- Your advisors can provide reliable updates and approve customer communications.
Discuss the setup first
- You need someone to diagnose problems or authorize repairs independently.
- Technician and advisor updates are not recorded anywhere the role can use.
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Your service team owns diagnosis and authorization.
An assistant supports the communication around the repair. The advisor and technicians supply the technical status and decisions.
- Diagnosis, repair recommendations and safety judgments remain with qualified shop personnel.
- Your authorized team handles estimates, repair authorization and changes to charges.
- Parts compatibility, completion readiness and pickup release follow your shop's decision process.
Show us a work order with too many unanswered calls.
- 01Your appointment intake and work-order reference system.
- 02Status messages and examples requiring advisor review.
- 03Shop software, communication tools and needed experience.
- 04Working hours, update sources and escalation contacts.
Recruit. Prepare. Hand over.
Recruited for you. Trained for your industry.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
Choose the support behind your hire.
Managed assistant
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportDirect hire
We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Before you bring someone on
- Can an assistant update customers about repairs?
- Yes, using the status and wording your shop authorizes. They can record the message sent, capture the reply and bring new questions to the service advisor.
- Can they track parts delays?
- They can log the status supplied by your shop or authorized supplier contact and follow up on the next update. Your team decides compatibility, alternatives and the effect on the repair plan.
- Will they diagnose problems over the phone?
- No. They can capture the customer's description and coordinate the appointment. Diagnosis, recommendations and safety questions belong to the qualified service team.
- How do you prepare for our shop workflow?
- We discuss intake, work-order states, tools, required skills and hours. KTD recruits and prepares for the repair-shop niche and agreed responsibilities before handoff, with preparation time agreed during matching.
- How does hiring work?
- Managed support provides a dedicated, full-time assistant with ongoing KTD support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire into your team. Scope, hours and terms are agreed first.
Give every customer update a reliable source.
Bring us the calls, parts follow-ups and work-order questions that interrupt your advisor. We will define the assistant's role around the updates your team can supply.
A different kind of business?
Explore other ways to organize the work around your team.