Every factory maintenance request, scored before it books a bay
Ask every caller for vehicle type, warranty status, and how soon they need the work done, then collect service history so your team can plan the bay before the car arrives.
The exact intake your factory scheduled maintenance leads complete
This is the real 6-question guided intake for Factory Scheduled Maintenance — the same flow your customers finish before you ever pick up the phone.
What a qualified factory scheduled maintenance lead should tell you
Manufacturer-recommended maintenance performed at set mileage or time intervals, covering tasks like oil changes, filters, fluids, tire rotation, and inspections, where warranty status and approval authority determine how the job is scheduled and billed.
- Vehicle This Service
- Vehicle Still Under Manufacturer
- Soon This Maintenance Completed
- Authorized Approve Service And
- Maintenance Tasks Expecting, If
- Have Access Vehicle'S Maintenance
The questions your team needs answered
Every factory scheduled maintenance intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What type of vehicle needs this service? | Segments the lead so you can route, price, and prioritize it correctly. |
| Is the vehicle still under manufacturer warranty? | A yes on warranty flags that OEM-specific parts or paperwork may be required before the appointment is confirmed. |
| How soon do you need this maintenance completed? | The timeline answer carries the heaviest weight in the intake, separating same-day requests from research-only enquiries. |
| Who is authorized to approve the service and cost for this vehicle? | Knowing who can approve cost prevents a bay being held for a decision-maker who isn't actually available to sign off. |
| Which maintenance tasks are you expecting, if known? | The task selection tells the shop which parts and technician time to prep before the vehicle arrives, or flags a genuine 'not sure' for a phone follow-up. |
| Do you have access to the vehicle's maintenance records or service history? | Whether service records exist tells the shop if intervals need to be reconstructed from mileage and date instead of pulled from history. |
How Cliont scores factory scheduled maintenance leads
Every answer is weighted automatically — no manual review required.
Value signals
- This week
- This month
- Just researching options
- Me, the owner
- Fleet manager
- Someone else who is not present
Urgency signals
- Immediately
See the lead your team receives
Factory Scheduled Maintenance Lead
From first click to qualified lead
Follow vehicle owners through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the job
Smart questions adapt to their job and capture the full scope.
They add photos
Photos of the vehicle and damage come attached, so you quote before it rolls in.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for factory scheduled maintenance workflows
| Cliont capability | Factory Scheduled Maintenance application |
|---|---|
| Weighted urgency scoring | Ranks leads using the timeline answer, so an Immediately request outranks a Just researching options enquiry in the queue. |
| Approval-authority capture | Flags whether the person answering is the owner, a fleet manager, or someone not present, so front desk staff know who to call for cost sign-off before opening a bay. |
| Multi-select task intake | Lets the customer indicate combinations like oil change plus tire rotation plus inspection, so technicians can pull parts before the vehicle arrives instead of scoping on the spot. |
| Document and history collection | Pairs the service-history question with an upload option, giving technicians mileage and interval context even when the customer doesn't have full records. |
Common factory scheduled maintenance lead scenarios
Owner needs it done today
Vehicle type is a car, timeline is Immediately, and the owner is present to approve cost — the intake scores this at the top of the queue for a same-day bay.
Fleet vehicle, manager approves
Fleet vehicle is selected with fleet manager as the approver, which the intake routes as a commercial account lead rather than a single walk-in slot.
Still under manufacturer warranty
A yes on warranty status flags that OEM-specific parts or paperwork may be needed, so the shop can confirm requirements before locking in a bay.
Researching, not ready yet
Timeline comes back as Just researching options — the lowest-weighted urgency answer — so the shop can nurture the lead instead of holding a slot for it.
Unclear who can approve cost
Approver comes back as someone not present or not sure, which the intake flags so staff confirm decision-making authority before confirming the appointment.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book jobs
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More auto maintenance intake templates
Factory Scheduled Maintenance lead-intake FAQs
How does the intake tell a factory maintenance request apart from a single oil change?
The task question lets the customer select oil change, filter replacement, fluid top-offs, tire rotation, and multi-point inspection individually or together, so a single-task request can be redirected to the Oil Change or Tune-Up intake instead of tying up a factory-service bay.
Does the intake treat fleet vehicles differently from personal vehicles?
Yes — selecting fleet vehicle alongside a fleet manager as approver signals a commercial account rather than a one-off booking, which can be handled through the Fleet Maintenance intake for ongoing scheduling.
Why does the intake ask about warranty status before booking?
A yes answer flags that the vehicle may require OEM-specific parts or dealer paperwork, so the shop can check requirements before confirming the appointment rather than discovering it once the car is in the bay.
What happens if the customer doesn't know which maintenance tasks they need?
The task question includes a 'Not sure' option, so the lead still comes through — the shop can follow up to scope the job instead of losing the enquiry.
Do customers need to provide service history before scheduling?
The intake asks whether records are available, which tells the shop whether intervals can be pulled from history or need to be reconstructed from mileage and date, without blocking the booking either way.
How does the intake keep 'just researching' leads from taking up a bay slot?
Timeline answers are weighted, so a same-day or this-week request scores well above a research-only enquiry, letting staff prioritize who actually needs a slot held.
Turn factory scheduled maintenance visitors into qualified jobs
Give every factory scheduled maintenance visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you tie up a bay.