Drivable vs Non-Drivable Triage and Scheduling Form
Use this form to classify collision repair jobs by drivable status, triage level, and scheduling lane before the vehicle enters production. It helps estimators route work into express, light, medium, or heavy queues with clear handoff notes.
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Built for: Auto Collision Repair · Body Shops · Fleet Maintenance
Overview
This template is a collision repair triage form for deciding whether a job is drivable, whether it needs a tow, and how it should be scheduled. It captures the vehicle reference, drivability assessment, triage level, estimated cycle time, production lane, capacity constraints, and the next action so the shop can route work without relying on memory or side conversations.
Use it when a vehicle first arrives, after a photo estimate, or whenever the repair scope changes enough to affect scheduling. It is especially useful when your shop separates express, light, medium, and heavy work, or when non-drivable jobs need different handling from quick cosmetic repairs. The form helps prevent overbooking, missed tow coordination, and jobs sitting in the wrong queue.
Do not use it as a generic customer intake form or as a substitute for a full repair authorization packet. It is not meant to collect unnecessary personal data, and it should not ask for more than the shop needs to classify and schedule the job. If the vehicle status is still unknown, use conditional logic to keep the form short until the drivability assessment is complete. The best version of this template ends with a clear handoff: who owns the next step, what happens next, and when the job should be reviewed again.
What's inside this template
Job and Vehicle Reference
This section ties the triage record to the correct repair order and vehicle without collecting unnecessary personal data.
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Repair Order Number
Enter the shop repair order or file number for this job.
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Customer Name
Enter the customer or vehicle owner name as shown on the repair file.
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Vehicle Year / Make / Model
Enter the vehicle details needed for scheduling and repair planning.
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VIN Last 8 Characters
Optional identifier for matching the vehicle to the repair file. Do not collect the full VIN unless your workflow requires it.
Drivability Assessment
This section determines whether the vehicle can be driven, towed, or only moved within the shop, which drives the rest of the schedule.
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Drivability Status
Select the current drivability condition based on the vehicle’s ability to move safely.
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Tow Required?
Confirm whether the vehicle needs towing to the shop or between locations.
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Safe to Move in Shop?
Indicate whether the vehicle can be pushed or moved within the facility without special handling.
Triage Level and Scheduling Lane
This section translates the damage assessment into an operational lane so the job lands in the right queue.
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Triage Level
Select the production lane that best matches the current repair scope and complexity.
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Estimated Cycle Time (Days)
Enter the estimated number of calendar days needed to complete the repair.
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Production Lane
Select the scheduling lane that will receive the job.
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Schedule Priority
Optional priority setting for balancing the shop schedule.
Capacity and Constraints
This section captures the factors that affect timing, such as bay days, parts delays, and sublet work.
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Estimated Bay Days
Enter the estimated number of bay days required for this job.
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Parts Delay Risk
Select the current risk level for parts availability affecting the schedule.
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Sublet Required?
Indicate whether any sublet work is expected to affect scheduling.
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Capacity Notes
Add concise notes about constraints, bottlenecks, or special scheduling considerations.
Handoff and Follow-Up
This section makes the next step explicit so the job does not stall after intake.
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Next Action
Select the immediate follow-up actions needed after triage.
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Handoff Notes
Add concise notes for the production team, including any access, safety, or scheduling concerns.
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Submitted By
Auto-filled with the name of the estimator or team member completing the form.
How to use this template
- 1. Enter the repair order number, customer name, vehicle year/make/model, and VIN last 8 so the triage record matches the correct job in your shop system.
- 2. Record the drivability assessment by selecting whether the vehicle is drivable, whether a tow is required, and whether it is safe to move in the shop.
- 3. Assign the triage level, estimated cycle time, production lane, and schedule priority based on the damage severity and the shop's current capacity.
- 4. Note estimated bay days, parts delay risk, sublet requirements, and any capacity notes that could change the start date or lane assignment.
- 5. Set the next action, write a specific handoff note, and identify who submitted the form so the scheduler or production lead can act on it immediately.
Best practices
- Use conditional logic so tow-required jobs reveal towing and handoff fields without forcing every user through irrelevant questions.
- Keep the drivability assessment separate from the production lane decision so a vehicle can be non-drivable but still correctly prioritized.
- Mark required fields only where the shop truly needs the data to schedule the job, and leave optional fields optional.
- Use a date or numeric field for cycle time and bay days instead of free text so the schedule can be compared consistently.
- Write capacity notes in plain operational language, such as parts on backorder or sublet glass needed, rather than vague status phrases.
- Capture the next action in a way that names the owner and the trigger, such as call customer, order parts, or move to heavy lane.
- Review the form again after teardown if the repair scope changes, because a job can move from light to medium or heavy once hidden damage is found.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this template used for?
This template is used to sort collision repair jobs by whether the vehicle is drivable, whether it needs a tow, and how much production capacity it will consume. It gives estimators and production staff a shared intake record before the job is assigned to a lane. The result is clearer scheduling, fewer surprises at handoff, and better use of bay time.
Who should fill out the form?
It is typically completed by an estimator, service advisor, or triage coordinator after the initial vehicle review. In some shops, a production manager or shop foreman confirms the drivability assessment before scheduling. The key is that one accountable person owns the classification and the handoff notes.
How often should this form be used?
Use it for every collision repair job that enters the shop, especially when the vehicle may be borderline drivable or requires sublet work. It is most valuable at intake and again if the repair scope changes after teardown or parts review. Re-running the triage prevents stale scheduling assumptions.
What is the difference between triage level and production lane?
Triage level describes the complexity and urgency of the job, while production lane describes where it should be scheduled. For example, a drivable bumper repair may be triaged as express and routed to a light lane, while a non-drivable structural job may be triaged as heavy and routed to a longer-capacity lane. Keeping both fields separate helps avoid overloading the wrong queue.
What are the most common mistakes when using this form?
Common mistakes include marking every field required, using vague notes like "needs attention," and failing to distinguish safe to move in shop from safe to drive on the road. Another frequent issue is skipping capacity notes when parts delays or sublet work will affect the schedule. The form works best when the assessment is specific and the next action is clear.
Can this form be customized for different shop workflows?
Yes. You can rename production lanes, add conditional logic for tow-in jobs, or include extra fields for frame damage, ADAS calibration, or sublet approvals. The structure is intentionally simple so you can adapt it without collecting unnecessary data. Keep the core drivability and scheduling fields intact so the triage decision stays consistent.
How does this form help with capacity planning?
It captures estimated cycle time, estimated bay days, parts delay risk, and sublet requirements in one place. That lets the shop compare the job against available capacity before promising a start date. It also creates a record for follow-up if the job needs to move between lanes.
What should happen after the form is submitted?
After submission, the job should be reviewed by the person responsible for scheduling and then assigned to the correct production lane. If the vehicle is non-drivable or has a high parts delay risk, the next action should trigger towing, parts ordering, or a revised appointment. The form should not end at classification; it should drive a concrete handoff.
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