How Verabay works
What the pilot does today, who in the workshop can do what, and what is not there yet. If something below stops being true, it is a bug in this page.
Signing in
There is no password. You enter your email address and Verabay sends you a six-digit code; you type the code and you are in. The code arrives from notifications@car.veraminds.com, which is worth telling your staff, because it is not the word "Verabay" and it is easy to miss.
You stay signed in on that browser until you sign out. Each person signs in as themselves — Verabay records who did what, and a shared login would make that record useless.
The morning, in the order you will do it
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Open Needs attention
One screen. Anything a customer reported as safety-critical sits at the top under Urgent; below it, the enquiries with no decision recorded yet.
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Open an enquiry and read what the customer wrote
Their own words, the car, the registration, the mileage, and how to reach them. Nothing is summarised for you — you are reading what they typed.
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Record the next step
Call the customer, ask them for more information, book an inspection, prepare a quote, or decline. Add a note for your team if you want one. The enquiry's state changes and the timeline records who chose it.
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Do the actual work
Verabay does not ring anybody and does not send your customer anything you have not sent yourself. Recording "call the customer" does not call them.
Letting customers write to you
In Settings you create an intake link. Put it wherever your customers already look — your website, your Google listing, a reply template, a QR code on the counter. Anyone with the link can send you an enquiry without an account, an app or a password.
You can create more than one link and revoke any of them. Revoking a link stops new enquiries through it and leaves the ones you already have.
If a customer's enquiry is missing something, open it and send them a link that asks for more. Their answer comes back onto the same enquiry.
Photos
Straight after a customer sends an enquiry, their own screen offers to add photos: up to eight for that enquiry, each under 10 MB, for 24 hours. They can also be asked for photos later — open the enquiry and send them a link.
Every photo is scanned for malware before it is attached, so one that has not finished scanning will not appear yet. Photos are never public: the link you open is signed and short-lived, and the storage refuses anyone without it.
Location data is not removed. A photo taken on a phone can carry where it was taken, and Verabay stores it as sent. The customer is told this on the upload screen and can turn location off for their camera; stripping it here is on the list, not done. If that matters to a customer, say so rather than reassure them.
Finding something again
The enquiries screen searches by customer name, phone number or registration. Every enquiry keeps a timeline — when it arrived, every status change, and every decision with the person who made it. That is what you read out when someone rings three weeks later.
Who can do what
Roles are set per workshop. Verabay checks them on the server for every request, so a screen someone cannot use is not merely hidden from them.
| Role | Can do | Cannot do |
|---|---|---|
| Workshop owner | Everything below, plus the workshop's own settings and intake links, and stock levels and movements. | — |
| Service advisor | Read and act on enquiries and customers, record decisions, write job notes, read stock. | Change workshop settings; move stock. |
| Mechanic | Sign in, see the workshop, read customers and jobs, write job notes, read stock. | See or act on enquiries. |
A mechanic signing in today sees a message saying the mechanic workspace is not available yet, because it is not. The role and its permissions exist; the screens for it are being built. Until they are, mechanics have no reason to sign in.
What the pilot does not do
- It does not message your customers. No texts, no emails, no reminders. You send the links yourself, in whatever you already use.
- It does not read or summarise enquiries for you. That is being built and is switched off.
- No quotes, bookings, job scheduling, invoices or payments. Those come after the pilot, in that order.
When something is wrong
Write to business.veraminds@gmail.com and say what you were doing and what you saw. We set up every pilot workshop ourselves and we would rather hear about a rough edge than have you work around it quietly.
One thing that is not a fault: the database is stopped overnight to keep the pilot cheap to run. If a screen says something went wrong in the small hours, it will be back by the early afternoon.