Connecting other services

Show your schedule in a calendar (Google, Outlook, iPhone)#

Pickup appointments, drop-off appointments, on-site visits, due dates and customer deadlines appear automatically in the calendar you already use. No more copying them by hand, and you can see the day's schedule on your phone's calendar.

1. 1Open "Calendar" in Settings > Integrations and turn on "Show in calendar"
2. 2For Google Calendar press "Add to Google Calendar"; for iPhone or Mac press "Add to iPhone / Mac Calendar". In Outlook, choose "Add calendar" → "Subscribe from web" and paste the URL you copied with "Copy"

Appointments booked with a time range such as "10:00–11:00" appear at that time. Appointments with a named slot such as "Morning", due dates and customer deadlines appear as all-day events (the slot name is added to the title). On-site visits appear as one hour from the set time. Cancelled appointments and picked-up repairs are not shown. Due dates are shown until the repair is completed, customer deadlines until pickup.

New and changed appointments appear when the calendar refreshes: Google Calendar every few hours, iPhone and Outlook about every hour. There is no way to refresh immediately.

If you won't use it for a while, turn off "Show in calendar". Appointments disappear from calendars using the URL, and when you turn it back on they return with the same URL (no need to add the calendar again).

Send check-ins, payments, inventory and more to Zapier or Make (webhooks)#

New check-ins, status changes, new customers, invoices, payments and inventory changes are sent automatically to a URL you choose. Through Zapier or Make you can connect thousands of apps without manual work, for example adding a row to Google Sheets, posting to Slack or registering in accounting software.

1. 1In Zapier choose "Catch Hook" in Webhooks by Zapier; in Make choose "Custom webhook" in Webhooks. Copy the URL it shows
2. 2Paste the URL into "Zapier / Make (webhooks)" in Settings > Integrations, tick the events you want under "Events" and press "Save" (one URL per line, up to 5)
3. 3Press "Send test" to send the latest repair. Check the contents in Zapier or Make and choose where to connect

Seven events can be sent. The event name is in event in the body and in the X-RepairKarte-Event header. All selected events arrive at the same URL, so split them by event with a Filter in Zapier or a Router in Make. All amounts are whole numbers in the smallest unit (yen, cents) and are read together with currency (JPY, USD and so on).

repair.created / repair.status_changed (new check-ins and status changes)

Ticket number, status, customer name, phone, email, item, repair details, amounts, due date and links to the ticket and the customer page. The status is in your shop's language in status, and as a language-independent code in status_code (received, estimate_sent, in_progress, completed, ready_for_pickup, picked_up). Status changes also include the previous status

customer.created (new customers)

Sent before the check-in notification when a phone number is checked in for the first time. Name, phone, email, first ticket number and a link to the customer page. Partner jobs without a phone number are not sent

invoice.created (invoices issued)

When an invoice or receipt is issued. Number, addressee, total, deducted deposits and card payments (deducted), amount due (amount), tax, due date, line items and whether it has been paid (paid). Reissuing after editing sends it again as a new document

payment.created (payments)

When money is received. source shows where: deposit = deposits and payments on the ticket or at check-in (including mail-in payment confirmations and partner payments) / online_card = card payments on the customer page / register = register sales / handover = the balance received at pickup in the shop. method is how it was paid (cash, card, transfer and so on)

inventory.created / inventory.updated (products and stock)

When a product is added, and when its stock, price or cost changes. Stock changes are sent whether they come from use on a ticket, register sales, receiving, taking out or a stock count. What changed is in changes with the before and after values. stock is null for products whose stock is not counted (open-price items)

Sending starts when you save (earlier records are not sent all at once; events you tick later also start from when you save). Repairs added by importing a ledger are not sent. Notifications are sent a few seconds after something is recorded, and anything missed is picked up about every 15 minutes. If sending fails, "Last notification" shows "Failed" with the reason. The same notification is never sent twice.

Send your customer list to Mailchimp#

Customers with an email address are added to your Mailchimp audience automatically. No more exporting and re-importing lists; send newsletters and campaigns straight from Mailchimp. Only names and email addresses are sent, never phone numbers or repair details (item types and repair tag names are sent only if you choose tags).

1. 1In Mailchimp, go to Profile → Extras → API keys, press "Create A Key" and copy the key
2. 2Paste the key into "Mailchimp" in Settings > Integrations and press "Connect Mailchimp"
3. 3Choose "Lists to send to" (one list or multiple lists), "Add as Mailchimp tags" and "How to subscribe", then press "Save" to send your existing customers

There are two ways to subscribe. "Subscribe directly" is selected at first: customers you send become subscribed in Mailchimp right away. If you choose "Send a confirmation email and subscribe after the customer confirms", Mailchimp emails the customer first, and they are only subscribed after confirming (until then they show as "Pending").

After that, customers with an email address are sent about every 15 minutes. Press "Send now" to send immediately. Contacts already in Mailchimp are never changed (unsubscribed people are not resubscribed). Disconnecting does not delete contacts already in Mailchimp.

Under "Lists to send to", choose "One list" or "Multiple lists". With "One list", pick the list; turn on "Filter by tags" and choose a tag type (item type or repair tag) and tags (guitar, iPhone, urgent, etc.) to send only customers with at least one matching repair (matching any one is enough). With "Multiple lists", add rows of "List | Tag type | Tags" with "+ Add row" to send different customers to each list (for example, guitar customers to list A and bass customers to list B). A "No filter (everyone)" row sends every customer with an email address. Customers who get a matching repair later are sent about every hour. If you stop filtering, customers already sent stay in your Mailchimp audience.

Under "Add as Mailchimp tags", choose "Item type repaired" and/or "Repair tags" to tag each customer in Mailchimp with the item types they had repaired (such as guitar or iPhone) and their repair tags. You can then send to, for example, only customers who had a guitar repaired. Tags are reapplied once a day, and when you press "Save" or "Send now". Tags are only added; tags you added in Mailchimp are never removed.

Each customer's status in your audience (subscribed, pending, unsubscribed) is checked about every hour and shown in the "Mailchimp" column of the Customers list and next to the email address on the customer page. Customers who unsubscribed show "Unsubscribed", so use it as a guide before recommending your newsletter in the shop. Repair notifications (estimates, completion notices) are separate and are still sent as usual.