Initial setup

How the settings screen is organized#

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Settings are split into groups: "Shop", "Check-in & jobs", "Bookings, mail-in & on-site", "Payments & printing", "Customer notifications", "Integrations", "Account" and "Help". Press "Settings" in the side menu and the left menu switches to settings only, while the screen lists every setting by group. "Backup", "Users", "Plan & billing", "Getting started guide" and "Manual" also open from here.

Each setting has its own page. Press a group in the left menu to show its settings, then press a setting to open its page (for example, Settings > Check-in & jobs > Staff). The top of the page shows "Settings / group name" and the name of the setting. "All settings" at the top takes you back to the full list, and "‹ Back to repairs" returns to the usual menu.

If you're not sure where a setting is, type its name or a word (tax, email, password, etc.) in "Search settings" at the top of the left menu. Matching settings appear along with their group names.

Switches that take effect right away

Settings that only decide whether to use something (whether to use inspection checklists, serial numbers or receipt printing, a category's "Show", etc.) are saved the moment you tap the switch. There's no "Save" button for them

Things you confirm with "Save"

Checkboxes, dropdowns and text fields take effect when you press that setting's "Save" after changing them. When a save goes through, a notice appears at the bottom of the screen for a few seconds. If it couldn't be saved, the reason appears in a red box at the top of the screen

"Edit" in lists

For categories and repair tags, press "Edit" on a row to open the fields for changing the name and color. Change them and press "Save". To reorder, drag the "⠿" at the left end of a row (saved as soon as you let go)

Shop info#

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Language & region

Choose Japan (Japanese), Taiwan (Traditional Chinese), a country with the English screens (United States, Canada, Australia, United Kingdom, Singapore, Hong Kong, Jordan, Philippines, Greece, Ireland), or "Other country (English)" if your country is not listed. This switches the screen language, currency, tax rate, and the wording of customer pages and notifications all at once. These countries add a "Tax rate (%)" field (and a "Time zone" field for the US, Canada, Australia and Other country). Amounts can be entered to the cent, and customers are contacted by email only. "Other country (English)" uses English and US dollars, and lets you choose your time zone from major cities worldwide (each option shows its current offset). Switching between yen/NT$ and dollars, pounds, euros and so on changes how existing amounts are shown, so choose once when you start.

Tax (shops outside Japan/Taiwan)

Enter the tax name and rate (e.g. Sales tax 8.875). If two taxes apply in your area, like GST and PST in Canada, fill in the second line too. Both taxes are charged on the pre-tax amount, and each tax is rounded down separately. When your shop charges tax, each estimate line has a "Tax" checkbox; uncheck it for lines that aren't taxed. The printed slip, the customer page and the sales ledger show the amount of each tax.

Shop name

The name your customers see. It's used in the screen title, customer pages, email messages and printouts

Ticket number prefix

Letters or digits (1–10 characters) added to the start of ticket numbers. Ticket numbers are issued in the format "prefix-date-code". If you change it, past ticket numbers stay as they are

Postal code, address, phone number, business hours, closed days

Printed at the bottom of the customer copy (check-in ticket). Closed days also apply to pickup appointments

Choose opening and closing times in 15-minute steps. Choose closed days by pressing the day buttons (you can't make every day a closed day).

Check-in & jobs#

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Here you set the choices on the check-in screen and the markers you put on jobs. To add one, type it and press "Add". To reorder, drag the "⠿" at the left end of a row (the order is saved when you let go).

Staff

The choices for "Assigned staff" on the ticket, "Done by" when marking work as done, and the person recording an inspection checklist. You can also filter the repair list by "Staff". Add the names of your shop's staff. These are separate from login accounts (Users)

Item types

The choices for "Type of item" on the check-in screen. The usual items for the business type you chose in initial setup are already there, and you can add or remove them freely

Customer fields

Add fields for things you want to keep for each customer, such as company name or birthday. The previous values are filled in when they come back. See "Add customer fields" in Chapter 5

Item fields

Add your own input fields for things you ask about each item at check-in (string gauge, a school's asset number, and so on). See "Add item fields" in Chapter 5

Inspection checklists

Tick off check-in inspections (scratches, accessories) and pre-pickup checks on the ticket, with a record of who did them. You choose whether to use it (it starts off). See "Inspection checklists" in Chapter 6

Serial number

Adds a "Serial number" field to each item at check-in. The number brings up past repairs of the same item. You choose whether to use it (it starts off). See "Group repairs of the same item by serial number" in Chapter 5

Common repair templates

These appear as buttons in the "Repair details" field on the check-in screen, and pressing one fills in preset text. Adding common repairs such as "Restring & full setup" makes check-in faster

Repair tags

Markers you put on jobs (outsourced, on hold, etc.). Choose a name and color. They're used for badges in the list and for filtering. Customers can't see them. Deleting a tag also removes it from every job

Drop-off terms

The text the customer reviews and agrees to at the end of check-in (up to 2,000 characters). Standard wording, such as cancellation fees and what happens if items aren't picked up for a long time, is included from the start. Saving it empty restores the default text. The full text is also printed on the check-in ticket (except in the Two-part slip format)

Check-in ticket format

Choose the paper format of the check-in ticket (the copies you print after check-in) from four samples. The default is "Receipt + work order" (two A4 pages). The others are "Repair intake form" (one A4 page), "Two-part slip" (two A5 halves) and "Tag (landscape)" (the previous format). You can also switch to another format for a single print with the buttons at the top of the print window (Chapter 5)

Alerts

When list rows are highlighted in color (how many days before the due date, how many days in each status, how many days since the last update). The defaults work fine

Import from ledger

Import the ledger you've been keeping in Excel or CSV into tickets all at once (Chapter 13)

Bookings, mail-in & on-site#

Settings for how you take in repairs (customers come in, send their items, or you go to them) and for partners who send you repairs.

Appointments

Settings for letting customers choose when they'll come to the shop (pickups and drop-offs for new repairs; Pro and above). See Chapter 9, "Appointments" and Chapter 5, "Checking in from a drop-off booking"

Mail-in repair

Settings for accepting mail-in repairs: customers send the item by courier, and you repair it and ship it back (Standard and above). See Chapter 14 for details

On-site repair

Settings for jobs where you go to the customer to do the work. See Chapter 5, "On-site repair (going to the customer)"

Partners (outsourcing)

Register the shops and businesses that send you repairs (Pro). Each partner gets a link to their own page. See Chapter 15 for details

Payments & printing#

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POS

Turn this on and "Pickup" on tickets becomes "Check out" (all plans, off by default). One checkout records the repair, any items sold with it, the payment method and change (see "Check out via POS").

Invoice / Receipt

When ON, an "Invoice / Receipt" button appears on tickets (OFF by default). Press it to choose which lines to include and issue. If you enter your tax registration number on one line with its name (GST/HST No., etc.), it's printed under your shop name on invoices

Amount entry

Whether you enter amounts such as estimates with "Enter incl. tax" (default) or "Enter excl. tax". Either way, customers see amounts including tax. If you choose excl. tax, the customer screen shows a breakdown of subtotal, tax and total. Switching doesn't change how past jobs are shown

Category

A single list that sorts estimate lines and items (labor, parts, supplies, etc.). Choose one for each estimate line, and give items in Items & stock a category from the same list. You can set the color, order and "Show"; categories with "Show" unchecked don't appear in the pickers. Renaming a category updates its items too. In English-speaking regions with tax, each category has a Tax box. Uncheck it for tax-free work, and estimate lines in that category are added without tax.

Receipt printer (thermal)

Turn this on and choose a model if you want to print check-in tickets and repair completion slips on a receipt printer too (off by default). Models: "Star mPOP (iPad / iPhone)", "MUNBYN 80mm (computer)" and "Other 80mm receipt printer (computer)". The first time, press "Open Quick Setup" and follow the steps from the top (Chapter 5)

Integrations#

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Online payment (card)

Register here to let customers pay the repair fee by card from their customer page (Standard and above). Press "Start registration" to register your shop with the payment service Stripe. Registration and settings are done from the shop admin's account. For details, see "Accept payment by card (online payment)" in the "Pickup and payment" chapter

Calendar, Zapier, Make and Mailchimp

Show appointments in the calendar you already use, send check-ins, payments, inventory and more to other services, and send your customer list to Mailchimp (see the "Connecting other services" chapter)

Account#

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Login email

When you change it, a confirmation email is sent. You can still log in while it shows "Not verified"

Change login password

Enter your current password and a new password (at least 8 characters). When you change it, you are logged out on all other devices

Two-step verification

Only for the shop admin. When ON, the shop admin is asked for a 6-digit code sent to the registered email when logging in (staff logins aren't affected). The code is valid for 10 minutes. If you tick "Remember this browser for 30 days" on the code screen, that device won't need a code for 30 days. You can turn it ON only after registering a login email and opening the link in the confirmation email (a verified address). This prevents codes from going to a mistyped address and locking you out. While a changed address is still unconfirmed, no code is asked for

Referral#

Refer Repair Karte

Your own referral link. Shops that sign up through this link get a 60-day free trial, and once that shop has stayed on a paid plan for 45 days, your shop automatically gets one month free (taken off your next payment) if you are on a paid plan

Bring over your past tickets and ledger#

You can bring your past tickets and ledger into Repair Karte without retyping them. Send Excel/CSV files or photos of your paper ledger or tickets from "Ask us to import", and our team imports them for you (free). How to send them is in the section "Ask us to import your past tickets and ledger".