Considering garage management software but not sure where to start? This guide walks you through everything.
Before You Start Your Trial
What to Prepare
- Your workshop layout – How many bays/ramps do you have?
- Customer data – Names, phone numbers, VRMs (if available)
- Typical job types – MOTs, servicing, repairs, tyres, etc.
- Team members – Who needs access to the system?
Time needed: 30-60 minutes to gather information
Questions to Ask Software Providers
Before committing to any trial:
- Is there a credit system for SMS or VRM lookups? (Hidden costs add up)
- What’s included in the monthly price? (Avoid surprise charges)
- Is training and support included?
- Can you cancel anytime or are there contracts?
- Is the system UK-specific? (DVLA integration, SMS formatting)
Day 1: Setup and Configuration
Initial Setup (30 minutes)
- Create your account and log in
- Add your garage details (name, address, phone)
- Configure your workshop bays/ramps
- Set your opening hours
Tip: Use simple bay names like “Bay 1”, “Bay 2” or “Ramp A”, “Ramp B”
Adding Your Team (15 minutes)
- Invite team members via email
- Assign appropriate access levels:
– Full access: Managers, owners – Booking access: Front desk staff – View only: Mechanics (if needed)
Day 2-3: Import Customer Data
Option 1: Manual Entry (Best for <50 customers)
Add customers one by one with:
- Name
- Phone number (for SMS)
- Vehicle registration (VRM)
- Email (optional)
Option 2: Bulk Import (Best for 50+ customers)
- Export existing customer data to spreadsheet
- Format columns: Name, Phone, VRM, Email
- Upload to the system
Time needed: 1-3 hours depending on customer count
Day 4-5: Test Core Features
1. Book Test Appointments
- Create 3-5 sample bookings
- Practice drag-and-drop scheduling
- Try moving bookings between bays
- Test editing and cancelling
2. Try SMS Communication
- Send a test booking confirmation
- Try a “vehicle ready” message
- Send a test MOT reminder
Note: Most systems let you send SMS to yourself for testing
3. Use VRM Lookup
- Look up a few customer vehicles
- Check MOT history is displayed
- Verify MOT expiry dates are captured
4. Generate Test Invoices
- Create a sample job with services and parts
- Generate an invoice
- Test different payment methods
Week 2: Real Customer Usage
Gradual Rollout Strategy
Day 8-9: Use system for NEW bookings only (keep existing diary) Day 10-12: Migrate this week’s bookings to the system Day 13-14: Go fully digital, retire paper/old system
Why gradual? Reduces risk and gives your team time to adapt.
Training Your Team
- Front desk: Focus on bookings and customer communication
- Workshop: Teach job status updates and time tracking
- Managers: Cover reporting and analytics
Training time: 1-2 hours per person
Measuring Trial Success
Key Metrics to Track
✅ Time saved: How much faster is booking compared to old method? ✅ Double bookings: Have they been eliminated? ✅ Customer communication: Are SMS updates improving customer satisfaction? ✅ Team adoption: Is everyone using the system consistently?
Red Flags to Watch For
🚩 System is slower than old method (may need training) 🚩 Team resisting change (communication issue) 🚩 Missing features you need (wrong software choice) 🚩 Hidden costs appearing (check pricing transparency)
Common Trial Mistakes to Avoid
❌ Not testing SMS – This is usually the biggest time-saver ❌ Skipping DVLA integration – Automatic MOT tracking is crucial ❌ Keeping the old system running – Dual systems confuse everyone ❌ Insufficient training – Team needs to understand benefits ❌ Giving up too early – Allow 2 weeks for adaptation
Making Your Final Decision
After 14 days, ask yourself:
Is the software saving you time?
- Bookings faster? ✓
- Fewer double bookings? ✓
- Less admin work? ✓
- Better customer communication? ✓
Is the cost justified?
- Calculate time saved (hours × wage)
- Add revenue from better scheduling
- Factor in customer retention improvements
- Compare to monthly software cost
Example calculation:
- Time saved: 8 hours/week × £12/hour = £96/week = £384/month
- Software cost: £89.99/month
- Net benefit: £294/month (plus intangible benefits)
Is the system easy to use?
- Team adopted without major issues? ✓
- Intuitive interface? ✓
- Reliable performance? ✓
- Good support when needed? ✓
After Your Trial: Next Steps
If You’re Continuing
- Migrate remaining historical data (if needed)
- Set up automated MOT reminders for all customers
- Create custom SMS templates for your brand
- Explore advanced features (reporting, analytics)
- Optimise bay schedules based on usage data
If You’re Not Continuing
- Export your data before trial ends
- Provide feedback to the vendor (helps improve products)
- Consider what would make the software work for you
- Keep contact details for future evaluation
Why SeSar Stands Out
When evaluating a garage management system, SeSar offers distinct advantages:
- Unlimited SMS – No credits or hidden costs
- Unlimited VRM lookups – DVLA integration included
- No contracts – Cancel anytime, no penalties
- UK-focused – Built specifically for British garages
Trial Success Story
“We were skeptical about software, but the trial changed everything. Within a week we eliminated double bookings, within two weeks our customers were raving about the SMS updates. We’ve saved 12+ hours per week on admin.” – Mike, Midlands MOT & Service Centre
The bottom line: A well-executed trial gives you clear evidence whether garage management software will transform your workshop. Take it seriously, test thoroughly, and make a data-driven decision.
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