The workshop portal, step by step.

What you need

• A computer, or a tablet at the ramp, with an up to date browser: Chrome, Edge, Safari or Firefox. There is nothing to install.
• An email address. If an operator has invited you, it must be the address the invitation was sent to.
• The address to sign in: app.amarineone.co.uk. From amarineone.co.uk, press Sign in and choose The office portal.

To sign in, type your Email address and Password and press Sign in. If you would rather not type a password, press Email me a secure sign-in link. If you have forgotten it, press Forgot password? and follow the email.

When an operator invites you

The operator sends an invitation to your email address. The email names the operator and the vehicles, and has no button to press on purpose: an invitation cannot be accepted by whoever it is forwarded to.

1. Go to app.amarineone.co.uk. If you have no account yet, press Create an account, then A garage or workshop.
2. Type the Email address the invitation was sent to and a Password of at least 8 characters, and press Create account. Any other address will find nothing.
3. Open the confirmation link in the email we send, then press Sign in.
4. The invitation is waiting under Invitations. It says which operator it is and which lorries they would like you to look after.
5. Press Accept and confirm. If you do not run a workshop on Amarine yet, accepting creates your company, and you own it. If you already run one, choose it under Answer as first.

Your connect code

If your workshop is already on Amarine, an operator can appoint you with your connect code instead of an invitation.

1. Open Work ahead. Your code is in the Your connect code panel, in the form SVC-XXXX-XXXX. Press Copy and give it to the operator.
2. The operator types it in, checks your name and company number, and ticks the lorries.
3. A card appears on Work ahead saying the operator wants you to look after their lorries. Press Accept, or Decline. Until you answer you see nothing of theirs.

A garage on its own, for its own customers

A workshop that uses Amarine for its own customers, without being invited, registers as a company. It costs £20 a month, the first month is free, and prices exclude VAT.

1. At app.amarineone.co.uk press Create an account, then A company.
2. Under Organisation type choose Service provider, fill in the company's details, and accept the Terms and the Data Processing Agreement.
3. Press Submit registration. We check it and set your workspace up, and tell you by email.

What you see of an operator

• Only the vehicles the operator named. Their other vehicles are not shown at all.
• For those vehicles: when the PMI, brake test, MOT and tachograph calibration are due, any open defect their drivers have reported, and what has been done to the vehicle.
• Never their costs, their road tax or their insurance.

The operator can take a lorry back, and you stop seeing it at once, or end the appointment altogether.

The menu

The menu on the left, under Your work, has everything a workshop does. On a narrow screen it folds away behind the button with three lines.

• Work ahead: what is due for every operator who appointed you, bookings waiting, defects reported, and your connect code.
• Start work: the lorry in front of you, by its registration, and the sheet it opens.
• Bookings: dates agreed with operators and dates waiting for an answer.
• Inspection sheets: every sheet you have written, drafts included.
• Invoices: everything you have charged for, drafts included.
• Customers: your own customers, who are not on Amarine, and their vehicles.
• What you charge: your price list.
• Company details: what appears on your sheets and invoices, your bank details and your logo.
• Invitations: operators waiting for your answer.
• Ask: how to do something in this portal, answered from this guide.

The envelope at the top opens your messages. Account settings and Sign out are at the foot of the menu.

Start work on a lorry

A lorry is at the ramp. This is the short way in: the registration, everything the garage knows about that lorry, and the sheet, without looking for a booking first.

1. Open Start work.
2. Type the Registration and press Look it up. Or press Take a photo of the lorry and photograph the front of it: the photograph only fills the registration in, and it is kept nowhere.
3. Read what comes back: what is due (overdue and untracked included), the defects its drivers have reported and nobody has answered, and What keeps coming back, which is every item you marked X, R or A on two or more of your own signed sheets for it, and every item its drivers have reported twice or more in a year.
4. Under What are you doing? press the kind of work. The sheet opens on it.

Reading Work ahead

• The tiles at the top, Overdue, Next 7 days, Not tracked and Vehicles, are also filters. Press one to show only those vehicles; press it again to clear it.
• The panels Waiting for your reply, Today's booked work and Reported defects are what needs you today.
• The table has one row for each vehicle, with its PMI, brake test, MOT and tachograph dates. A date shows how far off it is, or that it is overdue, and a Booked or Offered mark when a date is in hand.
• Search by registration, operator or make, or filter by status. With several operators, choose one from the list above the table.

Opening a vehicle

Press Open on a row. The vehicle shows what is due, its open defects and what has been done to it. From here you can offer the operator a date for a check or a defect (see Offering a date yourself).

Answering a booking

1. Open Bookings. A card that says They are waiting on you. needs your answer.
2. To take it, press Accept. The booking is booked in.
3. To suggest a different time, press Another day, choose the date and time, write why (for example "No ramp free that morning"), and press Offer this instead. It is the operator's turn now.
4. To refuse it, press Decline and say why. The operator reads what you write.

Offering a date yourself

1. On Work ahead, press Open on the vehicle.
2. Press Book next to the check or the defect.
3. Fill in When and, if you like, Anything they should know, and press Offer this date.

The operator accepts it, offers another day or declines, and the planner on their side shows the check as Offered until they answer.

Cancelling a booking

Either side can cancel a booking that is waiting or booked in. Press Cancel and say why; the reason is required, and the other side sees it.

Saying what you did

When the work on a booked-in vehicle is finished, tell the operator what was done. They confirm it into their own records.

1. On the booking, press Say what you did. If a sheet is already signed, the form is filled in from it.
2. Check What was done, the Mileage and Unit, the Defects found and what was Put right.
3. Fill in Net £ and VAT £ if you know them. Leave them blank if you do not: blank is not the same as £0.
4. Press Say this is done. The booking shows not recorded yet until the operator confirms it.

Starting a sheet

1. For an operator's vehicle, open the booking (it must be booked in) and press Fill in the sheet. For your own customer, open Customers and press Open a sheet on the vehicle.
2. Choose what kind of work it is: PMI inspection, Safety inspection, MOT preparation, Brake test, Repair, Service or Something else.
3. The sheet opens, with the vehicle's details already on it.

At the ramp

1. Check the details the sheet opened with. Check these details at the top shows the chassis, the ministry number, the make, the model, the year and the two dates, as they were copied from the record. Look at the lorry: press These are right, or put them right and press Save my corrections. A correction goes on this sheet, and on your own customer's vehicle so the next sheet starts right; an operator's own record is theirs, and is not changed by you.
2. Fill in the inspection details at the top: Date carried out (needed to sign), Odometer and its Unit, Laden and Location. The last recorded odometer reading is shown under the box.
3. Go through each section and tap one code for every item:
   • S serviceable
   • X needs attention
   • R adjusted or repaired
   • A advisory
   • NA not applicable
4. For an X, R or A, write what you found or what you did in the box that opens. An X must have words before the sheet can be signed.
5. Tap next service on an item to flag it to watch at the next visit. Tap a chosen code again to clear it.
6. Press Next unanswered at any time to jump to the first item without an answer.

Tyres and brakes

• For each axle and each tyre position, and the spare: Tyre size, Tread (mm), Pressure (PSI) and the date it was Manufactured (WWYY).
• For each axle end: the brake temperature and the lining, in millimetres or per cent, and the Ambient air temperature (°C).
• Tyre sizes can be brought forward from the last signed sheet; check them before you rely on them. Tread, pressures, linings, temperatures and tyre dates are never carried forward. A box left blank is not recorded.

The fault page

Every item marked X, R or A gets a line on the fault page by itself. Add the notes or action taken, whether it was customer damage, the time in hours (0.25 is a quarter of an hour) and your initials. Add a line with no item is for travel, consumables and anything else.

Saving and coming back

• The sheet saves itself shortly after you stop typing. The bar at the top says Saving… and then the time it was saved. Save progress saves at once.
• If the connection drops, a copy is kept in the browser tab. When you come back you are asked whether to restore it or use the saved version.
• A draft is private to your workshop until it is signed. Carry on later from Inspection sheets with Continue inspection.

Review and sign

1. Press Review and sign.
2. Add any Notes and what to look at At the next service.
3. Fill in Who carried it out, which is your signature, and the Supervisor, if one checked it. Leave the supervisor blank if nobody did.
4. Press Sign it off and confirm. Everything on the screen is saved first; if that fails, nothing is signed.

After signing

• The sheet is on the booking, and the operator is told. They accept it into their records, choosing which due date it answers, and you are told when they do.
• If the operator sends it back with a question, you get a message and the sheet shows it. Write Your answer and press Send this answer.
• For your own customer's vehicle, Invoice this work starts the invoice from the sheet.

When a signed sheet is wrong

1. On the sheet, open Something on this sheet is wrong.
2. Write Why is it being withdrawn. The operator reads it.
3. Press Withdraw this sheet and confirm.

A withdrawn sheet is never deleted or changed. It stays on the record, marked withdrawn, and the booking can have a fresh sheet.

Printing and emailing a sheet

• Print / save as PDF is on every signed sheet. It prints the sheet with your logo and name at the top, the items with their references, the tyre and brake readings, the fault page and the signatures.
• To email it, fill in To under Send this inspection sheet (the customer's address on file is filled in for you), add a note if you like, and press Send. The PDF goes attached, and replies come to your company.
• Only a signed sheet can be sent. A draft is not finished.

Finding a sheet

Inspection sheets lists every sheet, newest first. Search, choose a Status (draft, signed or withdrawn) or dates, and press Apply filters. A sheet the operator has queried says Sent back to you.

Raising an invoice

1. For an operator's booking, press Raise an invoice on the booked-in booking. The draft has the operator's details, the registration, the references, one line for each fault on the signed sheet, and your standing charge for that kind of work if you set one.
2. For your own customer, press Invoice this work on a signed sheet, New invoice on a vehicle in Customers, or New invoice on Invoices, then choose the customer and the vehicle and press Create draft.

What is being charged

1. Under What it is for, write the Work done and any Notes for the customer.
2. For each line, give the description, quantity, unit price and VAT rate: 20%, 5% or Zero rated. Add a line adds one; × removes one.
3. Add from your list… offers your price list and what you have charged before.
4. Check How to pay. If it says the invoice does not say where to send the money, press Add your bank details.

Preview and issue

1. Under Ready? press Preview. You see the invoice as it will be printed, marked as not issued.
2. Set the date it is Dated (blank means today) and the Payment terms.
3. Press Issue this invoice and confirm. It takes the next number and cannot be edited afterwards.

Printing and emailing an invoice

An issued invoice has Print / save as PDF, and Send this invoice: fill in To, add a note if you like, and press Send. The customer gets the PDF, and replies come to you. The invoice then shows when it was sent, and whether the customer has opened it.

Recording a payment

1. On the invoice, press Record a payment.
2. Fill in How much £, On what day, How and Their reference.
3. Press Record it. The invoice shows what is still outstanding, or that it is settled.

A customer saying they have paid does not settle an invoice; you are told, and you record the money when it arrives. Take it back undoes a payment recorded by mistake, with a reason, and the entry stays on the record.

Cancelling an invoice

1. On the issued invoice, open Something on this invoice is wrong.
2. Write Why is it being cancelled. The customer reads it.
3. Press Cancel this invoice and confirm.

The number is not used again, and the customer goes on seeing the invoice, marked cancelled, with your reason. Raise a new invoice for the right amount.

Customers and their vehicles

1. Open Customers and press Add a customer. Only the Name is required; the Legal name goes on invoices, and the Email is offered when you send one. Press Add this customer.
2. Press Add a vehicle on the customer. Only the Registration is required. Choose vehicle or trailer, add what you know, and press Add this vehicle.
3. From a vehicle, Open a sheet starts an inspection sheet and New invoice an invoice. Invoice without a vehicle is on the customer.

What you charge

1. Open What you charge and press Add something you charge for.
2. Give it a name, how it should read on the invoice, the Price £ and the VAT.
3. Under Starts an invoice for, choose a kind of sheet (for example PMI inspection) to make it the standing charge every invoice for that kind of work starts with. Press Save.

A price you change applies to invoices from then on; invoices already raised keep their prices.

Company details and logo

1. Open Company details.
2. Fill in the Legal company name and Company registration number (both required), the VAT number if you are VAT registered, the address for documents, and your Email and Phone. Customers' replies to your emails go to this email address.
3. Press Save company details.
4. Under Company logo, press Choose a picture (PNG, JPEG or WEBP, up to about 300 kB) and then Use this logo. It goes at the top of your sheets and invoices.

Bank details

Under Where you are paid, fill in the Account name, and the sort code and account number or the IBAN, and press Save bank details. They are printed on every invoice you issue from then on; invoices already issued keep the account they asked for. Only an owner or an admin of the workshop can change them.

Your account and messages

• Account settings, at the foot of the menu, has your profile, Change email, Change password and Two-factor auth. Two-step sign-in is worth turning on.
• The envelope at the top of the screen shows how many messages are unread: a new booking, an answer, a sheet accepted or sent back, an invoice paid. Open takes you to it; Mark all read clears the count.

Asking how to do something

1. Open Ask in the menu.
2. Type what you want to do, in your own words, for example "how do I sign an inspection sheet" or "where is my connect code", and press Ask.
3. The answer is the steps from this guide, with a link to the page it came from.

Getting help

Write to support@amarineone.co.uk, call 07961 398553 or send a message on WhatsApp. Tell us which screen you are on and what you pressed; a screenshot helps.