Planning sheets

Planning sheets are a paper-friendly way to capture the list of tasks a vehicle needs. Print a blank sheet, walk round the car jotting down what needs doing, then upload the completed sheet and confirm the tasks it suggests.

Before you start

• You need Workshop edit permission.
• Your plan needs planning sheets included. Planning sheets are a Pro feature. See What's included on Core vs Pro.
• Open Workshop → Workshop AI.

Step 1: download a blank sheet

Under Plan work:

1. Pick the vehicle to pre-fill stock number, make, and model on the sheet (optional but recommended).
2. Click Download blank sheet.
3. Print it. A4 is the default; change paper size in Workshop and calendar settings.

Each sheet has numbered rows for task entries, a column for a due date, and space for notes. Write as you inspect the car.

Step 2: capture tasks on paper

Fill in one task per row. Keep titles short and action-focused. Dates are optional; leave blank if you don't know yet.

Step 3: upload the completed sheet

Back on Workshop AI, under Upload completed planning sheet:

1. Pick the vehicle the sheet belongs to.
2. Choose the file (PDF or clear photo). Max 20MB. Supported formats: JPEG, PNG, WebP, PDF.
3. Click Upload for review.

A processing overlay appears while the sheet is read. You're taken to the review screen once it's ready.

Step 4: review the suggestions

The review screen shows each row from the sheet as a task candidate with:

• The raw text captured from the paper.
• Any due date pulled from the sheet.
• A normalised title suggested for the task.
• A confidence indicator. Low confidence means you should look closely at the raw text.

Per row, choose:

• Approve: this becomes a real task on the vehicle with the title and due date shown.
• Ignore: skip this row (with an optional reason for your records).

Edit titles and due dates inline before approving. You can approve some rows and come back for others later.

Step 5: apply

Click Apply (the button label changes based on what's approved and ignored). The approved rows become tasks on the vehicle, assigned to nobody by default. They appear on the week calendar and on the vehicle list straight away.

The review extraction is marked Applied and stays visible on the vehicle's Recent prep sheets list.

Handling failures

If the upload fails, the review screen tells you why:

• Image too small or too blurred: re-scan or re-photograph in better quality. See the file tips in When an auction sheet extraction fails; the same advice applies.
• Timeout or service error: retry. These are usually transient.
• Extraction limit reached: your monthly extraction allowance is full. See Extraction limits for how the allowance works.

Each upload uses an extraction credit

Planning sheet uploads share the same monthly extraction allowance as auction sheet extractions. Full details in Extraction usage on your plan.

Good practice

• One sheet per vehicle. Keeps the review unambiguous.
• Write in clear capitals for titles. The extraction works best with clear text.
• Use the due date column when you know it. Saves editing later.
• Review the same day you upload so the context is fresh.