KSI Logiciels E-invoicing compatible
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User guide

KSI Atelier user guide

How to use the software, in the order you actually use it: from receiving a customer to returning their equipment. This guide can be read here without an account, and appears word for word inside the software, under 'Settings > User guide'.

Open the demonstration See the software page

What this guide covers

  1. Getting the workshop ready: what to enter first
  2. Taking in a job
  3. The workshop schedule
  4. Diagnosis and repair work
  5. Documents, photos and the customer’s signature
  6. Warranties
  7. Returning equipment and closing the job
  8. The dashboard and deadlines

Getting the workshop ready: what to enter first

You describe a workshop once: technicians, the reference list of equipment you take in, and your most common fault types. Once that groundwork is laid, each new job only needs the customer and the item.

  • Add your technicians: each one has their own schedule and workload, visible from the very first job.
  • Enter the reference list of equipment you take in — families, brands, models.
  • List your usual fault types: they speed up entering a diagnosis without ever constraining it.
  • If you lend out replacement equipment, set up your loan and demonstration fleet.

Taking in a job

The job record is the workshop’s central document: customer, equipment, reported fault. It starts as a draft, moves to in progress as soon as a technician picks it up, and closes once the equipment has been returned.

  • Choose the customer (or create them) and the equipment concerned — or create the equipment on the fly if it does not exist yet.
  • Describe the fault reported by the customer, set a priority, and assign a technician if you already know who it will be.
  • Head to the schedule view rather than the bare form: you see who is free before picking the slot.
  • If the item goes out for exchange or a supplier return, the job is linked to that movement.

The workshop schedule

The schedule shows each technician’s workload, day by day. It is the screen that answers 'who is free' before you book an appointment, and the one that shows a job that has sat without movement for too long.

  • Check the workload by technician for the week or the day.
  • Drag a job onto another slot or another technician to reassign it.
  • Urgent or overdue jobs are flagged directly on the schedule.

Diagnosis and repair work

Once the equipment is in the technician’s hands, the job moves to in progress. Diagnosis, parts used and time spent are recorded as the repair goes along, not reconstructed afterwards.

  • Record the diagnosis: the actual fault is not always the one the customer reported.
  • Add the parts used from your stock; an alert warns when a reference drops below its threshold.
  • Record the time spent — it feeds into the quotation or invoice, and the workshop’s profitability tracking.
  • If the item goes to a supplier or the manufacturer, log that return: the job stays visible, marked as on hold.

Documents, photos and the customer’s signature

A repair job needs to be provable: photos of the item’s condition on arrival, an accepted quotation, and the customer’s signature on collection. These documents are accessible without an account through a link specific to that job, never through an access open to the whole workshop.

  • Photograph the equipment on arrival: it is the reference if there is ever a dispute about its condition.
  • Have the customer approve the quotation before working on equipment that is out of warranty.
  • Collect their signature on collection, time-stamped and attached to the job — proof that the repaired equipment was handed back.

Warranties

A warranty is tracked over time, not just at the moment of sale: duration, expiry date, and what it covers. The dashboard flags warranties coming to an end before they expire — useful for following up on an extended warranty contract.

  • Attach a warranty to the equipment, with its end date and what it covers.
  • A job under warranty is handled like any other, with its invoicing adjusted accordingly.
  • The dashboard warns about warranties close to their expiry date.

Returning equipment and closing the job

Closing a job is what frees up the workstation and triggers invoicing. Equipment that has been repaired but not collected stays visible: it is not the same thing as a job that is genuinely finished.

  • Close the job once the repair is finished: the dashboard distinguishes between 'finished' and 'awaiting customer collection'.
  • Issue the quotation, then the invoice; parts, time spent and any diagnostic fee are already on it.
  • Take payment and track the balance outstanding as on any invoice in the software.

The dashboard and deadlines

The dashboard gives the state of the day without having to open every job: urgent jobs, overdue jobs, finished jobs not yet collected, average turnaround time, and the satisfaction of customers who answered the survey.

  • Check urgent or overdue jobs: it is what a workshop manager looks at first.
  • Track the average turnaround time over recent months.
  • Spot repaired equipment never collected beyond the deadline you have set.

Frequently asked questions about using the software

Does everything have to be set up before the first job?

No. One technician is enough to get started. Fault types, the loan fleet and the detailed equipment reference list can be built up as you go.

Can equipment lent out during a repair be tracked?

Yes, if you run a loan and demonstration fleet: lent equipment is tracked like any other item in the workshop.

Does the customer’s signature have evidential value?

It is time-stamped, attached to the job, and accessible through a link specific to that job — never through a public access open to all your data.

Does the software handle more than one workshop?

Each workshop has its own instance and its own database, kept separate. No data passes from one to another.

Where do we find this guide once we are a customer?

Inside the software, under 'Settings > User guide'. It is the same documentation, updated at the same time as the product.

The simplest thing is to try it

The demonstration is open to everyone, with no sign-up, using a fictitious workshop already full of data: you can follow this guide screen by screen, and there is nothing you can break.

Open the demonstration Contact