ASTON MARTIN CLIENT SERVICES

SERVICE POLICY LETTER
Reference number:

SPL-30-1381

Subject:

Digital Service Check Sheets and Records Launch

Applicable to:

All Dealers

Distribute to:

Head of Business
After Sales Manager
Service Manager
Sales Manager

Issued: 27 March, 2020

Warranty Staff
Technician(s)
Parts Staff

Dear Colleagues,
Aston Martin is launching new functions in Technical Hub known as Digital Service Check Sheets and Records. This
system improvement will allow Dealers to capture critical service history data and improve their workshop efficiencies
through:
• Enhanced Technical Hub usability with Digital Service Check Sheets
• Access to vehicle history
• Improved service retention and customer satisfaction
From Monday 30th March 2020, all users will be able to use Digital Service Check Sheets and Records. Instructions on
this process can be found on the pages that follow, including a recap on the check-in, check-out procedure. This is a
process that must be followed for Aston Martin to proactively support Dealerships. Vehicles must be checked in as soon
as they arrive on site and checked out in a timely manner.
Please make sure that this information is cascaded to all customer facing personnel in your Dealership. If you have any
questions about this Policy Letter, please speak to Client Services - Technical on Tel: +44 (0) 1926 644720.
We look forward to working more efficiently with you in the very near future.
Yours faithfully,

Andrew West
Director, Client Services

27 March, 2020

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SERVICE POLICY LETTER

SPL-30-1381

Technical Hub Homepage
To access the Technical Hub Homepage click on: Technical Hub

VIN Plate Recognition
1.

Log in to Technical Hub on your mobile device and
choose the camera option next to “Enter a VIN”
(refer to Figure 1).

Figure 1
2.

Take a clear photograph of a VIN plate in the
windscreen (refer to Figure 2), or on the door (refer
to Figure 3). Alternatively, you can upload an image
from your digital photograph album.

Figure 2

Figure 3

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SERVICE POLICY LETTER
3.

SPL-30-1381

Test the VIN image has successfully loaded into the
field and click on “Find” (refer to Figure 4).

Figure 4

Vehicle Check In
1.

A Check-In box will appear when the VIN is found
(refer to Figure 5).
If the vehicle is on site, select a reason for this (1). A
drop-down list will appear (refer to Figure 6).
If the vehicle is not on site but you wish to look at the
Technical Hub information, or prepare a digital
service check sheet, click on “Do not check-in
vehicle” (2).

1
2

Click on “OK” when your selections are completed.

Figure 5

Figure 6
If the vehicle is checked in, it will appear on the homepage of Technical Hub with a status of green, amber or red. This
indicates the time the vehicle has been on site and the reason.
The colours of the statuses are explained in the table below (refer to Figure 7).

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SPL-30-1381

Status

Green

Amber

Red

Routine service and maintenance

up to 5 days

6 - 9 days

10 days or more

Breakdown

up to 3 days

4 - 6 days

7 days or more

Warranty

up to 3 days

4 - 6 days

7 days or more

Accident and body repair

up to 10 days

11 - 14 days

15 days or more

Pre-Delivery Inspection (PDI)

up to 10 days

11 - 14 days

15 days or more

Used car preparation

up to 30 days

31 - 59 days

60 days or more

Figure 7
2.

All vehicles currently checked in to your Dealership
will appear in the list (refer to Figure 8).

Figure 8

Digital Service Check Sheets
As mentioned in the “Vehicle Check In” procedure, Digital Service Check Sheets can be prepared before the vehicle
arrives on site.
1.

Click on “Digital Service Check Sheets” on the left
side of the VIN page (refer to Figure 9).

Figure 9

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SERVICE POLICY LETTER
2.

SPL-30-1381

Click on “Create” Figure 10).

Figure 10
3.

Complete the boxes for Step 1 (refer to Figure 11).
Click on “Submit”.

Figure 11
4.

Once the vehicle is checked in, the check sheet is
ready to be used in a “Prepared” State (refer to
Figure 12).
Click on the pencil icon (highlighted) to open the
model and service type specific check sheet.

Figure 12
5.

Complete Step 2 and select “OK”, “Not OK” or
“Fixed” (refer to Figure 13).

Figure 13

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6.

SPL-30-1381

Comments can be added to the free text box at the
bottom of the page (refer to Figure 14).
Choose the next “Service Date” using the calendar
that appears when you click on the date box. Enter
the mileage for the next service. Click “Submit” once
the check sheet is completed.

Figure 14
7.

When the check sheet is submitted, it is ready for
review by the service advisor. By clicking on the
pencil icon again, the check sheet is opened and can
be amended if necessary. When the “Submit” button
is selected, you will be asked to automatically create
a service record (refer to Figure 15).

Figure 15

Digital Service Records
1.

Click on “Digital Service Records” to find the records
for your VIN (refer to Figure 16).

Figure 16

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SERVICE POLICY LETTER
2.

SPL-30-1381

The Digital Service Records will be displayed (refer to
Figure 17). These will include the one you completed
in Step 7 of Digital Service Check Sheets.

Figure 17
If you wish to continue to use the paper version of the Service Check Sheet, you must still create a Service Record on
Tech Hub. Do the steps that follow.
1.

Click on “Add a New Service Record” (refer to Figure
18).

Figure 18
2.

Enter the applicable information (refer to Figure 19).
Click on “Submit”.

Figure 19

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Vehicle Check Out
When work has been completed on the vehicle and the customer is either on site to collect, or at home awaiting delivery
the same day, the vehicle can be checked out.
On the homepage, click on “Checkout” then click “Yes” to
confirm your selection (refer to Figure 20).
If the vehicle is checked in for “Routine service and
maintenance” a Digital Service Record must be completed
before it is checked out. It will then disappear from your
homepage and will be logged in the background.

Figure 20

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