This guide explains how to configure Vehicle Health Check (VHC) templates and email settings.

Use this process to create and maintain consistent VHC inspections, customer communications, and workshop reporting.

A supporting video walkthrough is available alongside this guide.

https://youtu.be/PFvqrOQqg_g

Why This Matters

Correct VHC template and email configuration:

• Standardises inspection processes.
• Improves communication with customers.
• Ensures technicians follow consistent inspection criteria.
• Supports workshop efficiency.
• Reduces manual administration.
• Improves reporting and authorisation processes.

Before You Start

Make sure:

• You have access to Service Parameters.
• Required email settings have already been configured.

Open the VHC Configuration Area

1. Open Service Parameters.
2. Select VHC Template Designer.

Create or Edit a VHC Template

Select an existing template or create a new template.

Complete the required template fields.

This may include:

• Template description
• Inspection categories
• Inspection items
• Advisory wording
• Technician notes
• Status or colour indicators

These settings define how the VHC inspection is presented and completed.

Configure Inspection Categories

Add or update the required inspection categories.

Examples may include:

• Brakes
• Tyres
• Battery
• Suspension
• Lights
• Fluids

Inspection categories help organise the VHC process and improve consistency during vehicle inspections.

Configure Inspection Items

Within each category:

1. Add the required inspection items.
2. Configure descriptions and advisory wording.
3. Configure status indicators if used.
4. Save the inspection item.

Inspection items define the checks technicians complete during the VHC process.

Configure Email Settings

Open the email configuration area.

Configure the required communication settings.

This may include:

• Email subject lines
• Default email text
• Sender details
• Customer communication wording
• Report attachment settings

These settings control how VHC information is sent to customers.

Configure Email Templates

Create or update email templates used during the VHC process.

Review:

• Customer-facing wording
• Authorisation messaging
• Inspection summaries
• Contact details

Ensure email wording is clear and consistent before saving.

Save the Configuration

After completing the required setup:

1. Review all template and email settings.
2. Save or update the configuration.

The VHC templates and communication settings are now available for use.

Troubleshooting

Template Does Not Appear

Check:

• The template has been saved successfully.
• User permissions allow access to templates.
• The template is active.

Inspection Items Are Missing

Check:

• The correct category is selected.
• Inspection items have been saved.
• The latest template version is being used.

Emails Are Not Sending

Check:

• Email configuration settings.
• Sender details.
• SMTP or communication settings.
• Customer email addresses.

Email Formatting Appears Incorrect

Check:

• Template wording and spacing.
• Attachment configuration.
• HTML or formatting settings if used.