SmartTaskOps Support

Customer onboarding

How to Create a Customer

To start the customer creation flow correctly, the first action is to sign in to SmartTaskOps and open the POS module. This makes sure you are in the right workspace before creating the customer profile, linking an order, and continuing tickets without losing context.

Step 1

After login, click the POS tab

Sign in using your owner account or an authorized staff account.
In the top navigation bar, locate the POS tab.
Click POS to open the point-of-sale workspace and customer creation area.
Confirm you are inside the POS module before moving to the next customer setup step.

Step 2

Click the blue plus (+) to open the add-customer modal

Stay inside the POS workspace after completing Step 1.
Locate the blue plus (+) icon used to create a new customer.
Click the icon once to open the customer creation modal.
Wait for the modal to fully load before entering customer details in the next step.

Step 3

Enter customer name and phone, then create the customer

After clicking the blue plus (+), the add-customer modal opens.
Type the customer name and phone number.
These two fields are enough to create a new customer profile quickly.
Confirm and save to create the customer, then continue with the order flow.

Step 4

After Create Customer, the customer is saved and ready for repairs/products

After entering name and phone, click Create Customer.
The customer is saved immediately in the database.
Now the profile is ready for repairs and miscellaneous items.
You can also add products and continue the order flow.

Step 5

Watch the full customer creation video

Watch this Bunny.net video to see the full customer creation flow from Step 1 to Step 4.
The video demonstrates POS access, opening the blue plus (+), and entering customer details.
Use this walkthrough when training new staff or reviewing the complete process.
Pause and replay any section to follow each action step by step.

Customer management

How to Edit a Customer

Use this guide to start editing an existing customer profile in SmartTaskOps.

Step 1

Press the 3 dots to open the customer list

Press the 3 dots and this opens the section where all customers are listed.

Step 2

Press the pencil icon to edit the customer

Once the modal is open and you can see all customers, press the pencil icon to edit customer information. This will open the edit customer panel.

Step 3

Edit the customer and confirm the success message

After pressing the pencil icon, you will see the customer edit area. Once you finish editing and save, a message appears confirming the customer was edited successfully.

Step 4

Press back and confirm the updated customer

After editing and pressing back, you can see the customer updated and this message: Customer updated successfully. Press back to return to the list.

Step 5

Press the back button after successful save

After editing the customer and confirming it was saved successfully, you can press the back button.

Step 6

Confirm the updated customer is ready to select

After pressing back, you can see the customer updated and ready to select. You will see it with red borders, showing the customer was edited and is ready to select.

Step 7

Select the customer and continue with repairs/orders

After editing the customer information, you can select the customer and continue adding repairs, miscellaneous items, or orders.

Customer selection

How to Select a Customer

Use this guide to select an existing customer before adding repairs, miscellaneous items, or orders.

Step 1

Press the 3 dots to open the customer list panel

Before creating an order, press the 3 dots to open the panel where all customers are listed.

Step 2

Tap the customer you need and continue with repairs or orders

Tap the customer you are looking for, and the system will automatically select that customer so you can continue adding repairs or orders. You can search by phone number, first name, or last name.

Step 3

Customer selected and ready to add repairs, orders, or miscellaneous items

After selecting the customer, everything is ready to continue and add repairs, orders, or miscellaneous items.

Order creation

How to Create an Order

After selecting or creating a customer, use the right-side panel to add services, miscellaneous items, or parts to the repair.

Step 1

Use the right-side panel to add services, miscellaneous items, or parts

After selecting or creating the customer, go to the panel on the right side.
In this panel you can add services, miscellaneous items, or parts to the selected repair.
This panel is fully customizable from Service Management, where you can create custom services or use pre-built ones.

Step 2

Select Apple, then choose Service instead of Miscellaneous

In this section, first select an Apple device.
After selecting the brand, choose between Miscellaneous or Service.
For this flow, select Service to continue creating the order.

Step 3

Choose Service from the mobile device options

After this step, you can choose Services or Miscellaneous for mobile devices.
For this guide, we continue by selecting Service now.
This keeps the order flow focused on service-based repairs.

Step 4

Press Service and select the brand (Apple)

After pressing Service, you will see phone brands like Samsung, Google, LG, Apple, and more.
We keep adding new services constantly, and we already have more than 11,000 pre-built services.
In this step, select the brand Apple.

Step 5

View iPhone models and find the exact model faster

Step 5 - Filter devices to quickly find the exact iPhone model

After pressing the Apple brand, you can see all available iPhone models.
You can select any iPhone model from the list.
To find the exact model faster, use the device filter and then select the matching iPhone model.

Step 6

Filter by problem and select Screen Repair service

After choosing the exact model, continue by filtering services by the device problem.
One of the most popular options is Screen Repair.
In this example, we selected iPhone 13 and then selected a Screen Repair service.

Step 7

MobileSentrix pricing, IMEI check, and special-order part flow

Step 7 - MobileSentrix and local repair pricing options

Step 7 - IMEI and blacklist verification panel

Step 7 - Add a part to the repair from the panel

Step 7 - Search part directly from MobileSentrix inventory

Step 7 - Part added as special order to the repair

After selecting Screen Repair, the authorized vendor dialog from MobileSentrix opens with part options for this phone model.
Review current MobileSentrix prices and local repair prices based on your location, then choose the option that works best for you.
You can verify IMEI to confirm the exact iPhone model and check if it is blacklisted with any carrier.
If a part is out of local stock, add it from MobileSentrix inventory as a special order and it will stay pending automatically.

Step 8

Complete the checklist before continuing

Fill the checklist to mark what device functions are working and not working.
This checklist is fully customizable from Checklist Manager.

Step 9

Keep repair in Draft and adjust details

In draft mode, you can still add more details before final order creation.
You can also adjust pricing and deposits before confirming everything.

Step 10

Add miscellaneous stock items and create order

Add miscellaneous items like tempered glass or cover from your stock.
If no more draft changes are needed, press the blue Create Order button.

Step 11

Edit price after creation and use ticket tracking

After order creation, you can still edit prices. For diagnostic-only work, you can leave price at 0 like a quote.
Once created, the system generates a ticket number to monitor repair status with the customer.

Step 12

Print device label for repair tracking

Print the label for the device so it stays identified and always linked to the correct customer record.
Place the printed label on the device immediately to avoid mix-ups while multiple repairs are in progress.

Step 13

Open customer receipt from Quote or Invoice

If customer has not paid yet, use the Quote button to print the receipt.
If the customer paid a deposit, open receipt from the Invoice button.

Step 14

Preview receipt and choose delivery method

Preview receipt and send it by 80mm printer, SMS, Email, or PDF.
Choose the method the customer prefers so they leave with a clear proof of the quote or payment details.

Step 15

Add deposit and review checkout summary

Step 15 - Checkout summary after adding deposit

Press Deposit and enter the amount, for example $100.00.
After adding the deposit, review updated checkout details for this repair.

Step 16

Collect deposit from checkout modal

Open checkout modal, choose Collect Deposit, then select payment method.
In this example, customer pays cash $100 and you confirm checkout.

Step 17

Confirm checkout and issue payment receipt

Step 17 - Detailed payment receipt after deposit collection

After confirming checkout, the receipt panel opens with deposit, remaining balance, tax, and final totals.
From this panel, you can print or send proof of payment by SMS, 80mm, PDF, or Email.

Step 18

Order ready, clear POS panel for next customer

Step 18 - Cancel button to clear POS panel for next order

After payment, you see paid balance, pending balance, ticket number, and order number.
Press Cancel to clear the POS panel only. It does not cancel the order.

Step 19

Watch the complete order workflow video

This full Bunny.net video shows the entire order process from selecting the customer to completing checkout.
Use it as a complete training walkthrough to review every order step in one continuous flow.

POS speed

POS Keyboard Shortcuts

Use these fast-input keyboard combinations to open the exact POS area the store needs without hunting through menus.

Step 1

Understand the fast input map

Use Ctrl on Windows or ⌘ on Mac for the shortcuts shown as Ctrl/⌘.
The shortcuts work from Cards View and from the POS iframe, so the team can move without extra clicks.
Use Alt + W only for a counter customer who does not provide name or phone.

Step 2

Open POS instantly with Ctrl/⌘ K

Press Ctrl/⌘ + K to open the POS workspace immediately.
Use this when a customer reaches the counter and the sale needs to start right away.
The current cards and widgets stay behind the POS, so the workspace remains fast to return to.

Step 3

Create a new customer with Ctrl/⌘ C

Press Ctrl/⌘ + C to open POS directly in Create Customer.
Enter the customer name, phone, and email when available, then press Create Customer.
After saving, the customer is ready for a repair, order, or quick checkout flow.

Step 4

Select an existing customer with Ctrl/⌘ Z

Press Ctrl/⌘ + Z to open POS directly in Select Customer.
Search by name, email, or phone, then choose the correct customer row.
Once selected, POS is ready to add repairs, miscellaneous items, or continue an order.

Step 5

Jump to pickups and settings

Press Ctrl/⌘ + P to open Waiting Pickups inside POS.
Use it when a customer arrives to pick up a ready device and the team needs the pickup list fast.
Press Ctrl/⌘ + S to open account settings when the store needs to adjust configuration quickly.

Step 6

Use Alt W for Walk In customers

Press Alt + W when the customer does not want to leave a name or phone number.
If Walk In already exists, SmartTaskOps selects it. If it does not exist, SmartTaskOps creates it one time.
POS stays ready to add a quick item, repair, or sale without forcing the team to invent customer details.

Daily cash control

Start, monitor, and close your day in POS

From New Workspace, open POS anywhere by clicking POS or pressing Ctrl/⌘ + K. Start the day, record the opening cash float, follow sales, check out repairs, and close the shift from one place.

Step 1

Open POS from anywhere

In New Workspace, click POS from any page, or press Ctrl/⌘ + K.
POS opens over your current workspace so you can act quickly without losing your place.

Step 2

Select Start Day

POS workspace with the Start Day button highlighted in the top bar

In the POS header, select Start Day.
This opens the cash drawer count used to record the register’s opening fund, also called petty cash or Cash In.

Step 3

Count the opening cash

Start Day screen with cash denominations, Opening Drawer total, and Confirm Start Day button

Enter the quantity of each bill and coin that is physically in the drawer.
Check the Opening Drawer total and add an optional note when needed.
Select Confirm Start Day to record the opening balance and complete Cash In.

Step 4

Track sales and close the day

POS workspace with the End Day button highlighted in the top bar

End Day screen showing expected cash, cash removed for deposit, closing note, and Confirm End Day button

Use Today’s Collected, Reports, and Full Report to follow the store’s sales during the day.
Reopen POS from anywhere whenever you need to check out a completed repair quickly.
When the shift is ready to close, select End Day. Count the cash removed for deposit, leave the opening fund in the drawer for the next business day, and select Confirm End Day to finish Cash Out.

Automation and AI

How to Use Automation Center and Aurion AI

Configure the complete SmartTaskOps automation system: Aurion AI calls, the public lead iframe, quote workflows, customer-ready PDF delivery, post-sale follow-up, and review requests.

Step 1

Open AI Phone Assistant settings

Sign in with the owner account, then open the profile/settings panel and go to the Store settings.
Find AI Phone Assistant. Aurion is already configured for the stores, so you only need to activate it and choose the features.
Press the Profile icon or account settings area to open the configuration panel where Aurion AI Phone Assistant is managed.
After the profile panel opens, press the Store tab to reach the Aurion AI Phone Assistant settings.

Step 2

Forward and verify the store phone

Enter the Store public phone and forward that number to the SmartTaskOps voice number shown in the panel.
Use Check forwarding until the status is verified. This confirms inbound customer calls can reach Aurion.
This number is critical: Aurion uses the Store public phone to find the store's unique account and recognize where inbound calls are coming from.
The SmartTaskOps voice number is the Aurion virtual assistant number. From the phone service that owns your store number, set call forwarding to this SmartTaskOps number.

Store public phone field highlighted in Aurion AI Phone Assistant settings

SmartTaskOps voice number highlighted as the forwarding destination for Aurion

Step 3

Turn on Inbound AI Assistant

Switch Inbound AI Assistant on. The toggle should show Assistant On.
Set Primary language to Auto for bilingual mode. Aurion detects whether the caller speaks English or Spanish and switches automatically during the conversation.
To keep calls in one language, select English or Spanish. Aurion will use only the option selected by the store.
Choose the After-hours action, such as Answer and capture, for calls received outside business hours.

Aurion Inbound AI Assistant toggle shown on and verified in Store settings

Primary language set to Auto in Aurion AI Phone Assistant settings

Step 4

Enable customer answer tools

Turn on Pricing, Repair status, Order status, Appointments, and Address SMS.
With these on, Aurion can give repair prices, check ticket/order status, help with appointments, and text the store address.
Turn on Send PDF Quote. After Aurion gives a repair or service price during the call, it can create a draft order for that customer.
The draft includes the quoted price and the sales tax configured for the store. Aurion generates a PDF quote and sends it to the customer by SMS so staff can review the draft before completing the sale.

Send PDF Quote toggle highlighted in Aurion AI Phone Assistant settings

Step 5

Enable transfer, callbacks, and notes

Turn on Callback capture, Live transfer, Sticky notes, and Sticky confirm PIN.
Add up to four different direct Live transfer phone numbers for the people or teams who can answer customer transfers.
When a caller asks to speak with the store, Aurion tries the numbers one by one in the configured order until someone answers. Use only direct representative or team numbers. Never use the store public phone forwarded to SmartTaskOps, because it can create a call loop.
If none of the four numbers answers, Aurion captures the caller information and attaches a sticky note that stays pending until the callback is resolved. With Sticky confirm PIN on, the employee enters a PIN when completing the callback so the record identifies exactly who handled it. SmartTaskOps keeps the call details and recordings, including the transferred conversation between the store and customer, as part of the complete call history.

Four Live transfer phone fields for Aurion sequential call transfers

Sticky Notes and Sticky Confirm PIN toggles in Aurion AI Phone Assistant settings

Step 6

Turn on repair-ready calls

In Ticket settings, turn on Call Customer When Completed and Daily Ready Pickup Reminder Calls, then save. Aurion can call when a repair is completed and remind customers whose ready devices are still waiting for pickup.
The daily reminder is not triggered by the clock alone. Staff must complete the morning Cash In / Start Day from Daily Closing Summary. If nobody opens the day, no reminder calls are queued, preventing customers from arriving while the store is unattended.
That morning action loads eligible ready repairs into Voice AI Live. Aurion dispatches the calls from the queue, and staff can follow Queue, Calling, Active, and each result in real time. If a customer does not answer, Aurion can leave a voicemail.
One action can contact 20 ready-repair customers while an employee continues helping the front desk, reducing time spent making calls and keeping devices waiting for pickup to a minimum. SmartTaskOps also sends webhook events for external workflows such as HighLevel.

Call Customer When Completed and Daily Ready Pickup Reminder Calls toggles in Ticket settings

Voice AI Live queue opened from Daily Closing Summary after the morning Start Day action

Step 7

Turn on appointment reminder calls

Open the left sidebar, select Integrations, find Google Calendar, and connect it or confirm it shows Connected.
Press Manage, select the calendar that contains the store appointments, press Load Appointments, and confirm the appointments are synchronized.
Turn on 24H CALL so Aurion calls the customer 24 hours (one day) before the appointment.
Turn on 1H CALL so Aurion calls again one hour before the appointment, then press Save Settings.
Keep both toggles on. Aurion uses the customer phone saved with the appointment; if the customer does not answer, it can leave a voicemail according to the store settings.

Integrations page highlighting the connected Google Calendar card and Manage button

Google Calendar Integration settings with 24H CALL and 1H CALL toggles enabled

Step 8

Save and test Aurion

Press Save AI Phone Assistant, wait for the success message, and confirm the assistant still shows On.
Place a test call to the store public phone, ask for pricing, address, repair status, or an appointment, then review the result in AI Call Logs.

Step 9

Review AI Call Logs

Open AI Call Logs from the phone icon and select a call. The list shows the date, caller, reason, forwarded and SmartTaskOps numbers, status, duration, and callback result.
Open the conversation to review the complete transcript from Aurion, the customer, and the store representative when a call is transferred.
Use Summary, Overview, Client data, Analysis, Store Call, and Workflow to review the AI summary, customer details, actions, and store conversation.
Use the player at the bottom to listen to the complete recording, verify exactly what was said, and keep a reliable record of the customer call.

AI Call Logs list showing caller, reason, status, duration, and callback information

AI Call Logs conversation panel with transcript, AI summary, and recording player

Step 10

Watch Aurion price a repair

This real call shows a customer asking Aurion for the price of an iPhone 15 Pro Max screen replacement.
Aurion understands the repair request, finds the price configured by the store, and gives the quote during the conversation.

Step 11

Connect Aurion webhooks

Open the left sidebar, select Integrations, find Webhook Triggers, then press Manage.
AI Call Transcript: sends the call transcript and customer information to your connected workflow.
Repair Sales Lead: fires when a customer asks Aurion for a repair price and sends the customer information, transcript, device, problem, and quoted price.
Use this data for immediate sales follow-up and help convert the quote into a booked repair.
Open each trigger, paste the receiver URL from HighLevel, Pabbly Connect, Zapier, Make, n8n, or another compatible platform, then enable and save it.

Integrations page highlighting the Webhook Triggers card and Manage button

Webhook Triggers screen highlighting AI Call Transcript and Repair Sales Lead

Step 12

Open Automation Center and understand the three modes

Open Integrations, find WordPress Workflows, and press Manage to enter Automation Center.
Use Leads to build the public quote iframe, Workflows to automate actions, and Reviews to customize feedback collection.
The three modes share the same store profile, service catalog, customers, orders, calendar, messaging channels, and workflow history.
Complete the store profile, catalog, email, SMS, calendar, and top-up setup before publishing so every automation has valid data and a delivery route.
Keep the system in draft while configuring it. Autosave protects changes, and the live previews let you verify the customer experience before launch.

Step 13

Build and publish the customer lead iframe

In Leads > Publish, turn on the public iframe, choose draft retention, and copy either the public URL or the iframe code for WordPress.
Use Design for the logo, store name, colors, and visual style; use Services to control categories, devices, models, and repairs. Newer models appear first.
Use Calendar to make appointments off, optional, or required. Appointment controls are available only when the store calendar is connected and enabled.
Use Text to customize step names, labels, placeholders, and customer-facing messages without changing the workflow logic.
Configure lead alerts for the profile or alternate email and phone, then use Open Preview to submit a complete test. Test mode creates a real draft, so remove test records afterward.

Step 14

Design independent workflows for each customer journey

Open Workflows and select Quote Intake & Sales for new opportunities or Post-Sale Follow-up for completed repairs and purchases.
Connect only the sources that should enter each workflow, such as WordPress Lead, Aurion AI Calls, paid repairs, or miscellaneous checkout.
Turn the workflow and each source on or off independently. This lets you pause one automation without interrupting the others.
Build the sequence with action cards, then drag to reorder, expand to configure, set a delay, or disable/delete an action that is not needed.
Use source-aware actions: the same workflow can follow one delivery rule for WordPress customers and a different rule for Aurion callers.

Step 15

Configure quote intake, delivery, and store pricing rules

A reliable quote workflow normally creates the draft, notifies the store team, confirms the request, syncs an appointment when present, and then prices or sends the quote.
For WordPress leads, choose the customer's configured delivery channel: SMS, email, or both. For Aurion calls, use the caller's captured phone number and SMS only; email is never attempted.
Set message language to English, Spanish, or Auto detect by call. Auto keeps the quote message in the language used by the caller.
Aurion selects the exact device and service from the store catalog. The generated PDF must apply the store's tax, diagnostic fee, warranty, discount, and pricing rules.
If the service cannot be matched with confidence, route it to team review or a live transfer instead of sending an inaccurate automatic price.

Step 16

Use manual price by SMS or Aurion automatic pricing

With Manual price by SMS, select whether the price request goes to the owner's profile phone or an alternate authorized phone.
The owner replies with the lead code and amount, for example L-49 150. When only one quote is waiting, the owner can reply with only 150.
SmartTaskOps updates the existing draft and sends the professional quote SMS and PDF to the customer, never back to the owner's reply number.
With Aurion AI · Send priced quote, Aurion reads the verified catalog price and sends the PDF to the same phone number used during the call.
Open workflow history to verify the destination, exact message, PDF evidence, totals, taxes, diagnostic charges, language, and delivery status.

Step 17

Let the AI inspector qualify calls before automation

Aurion captures the caller once, asks for the name once, and identifies the device, model, requested service, symptoms, language, and contact phone.
The OpenAI inspector reviews the Aurion transcript and, after a transfer, the recorded store conversation before approving the sales lead.
It can correct the device or service, preserve the issue summary, price options, diagnostic fee, tax, employee response, and conditional discounts discussed during the call.
If Aurion cannot find a reliable catalog match, it should offer a transfer to a store associate so the request can be confirmed before pricing.
Calls from the same phone for the same repair are skipped when an active workflow already exists. The accepted lead shows a concise call summary and customer phone under Lead received.

Step 18

Automate post-sale follow-up and customer reviews

Use Post-Sale Follow-up to thank the customer and request a review after a paid repair or miscellaneous checkout. Each source can have its own delay and actions.
The review request automatically uses the store's public review URL. Every customer link is unique to the ticket or order, so the form already knows the customer and transaction.
In Reviews, customize Publish, Form, Design, Google, and Emails.
The form can show the completed repair or purchased items, use interactive stars, prefill known customer data, save private feedback, and then continue to Google when enabled.
A repair review is also added to the repair activity log as customer evidence, while Review History tracks delivery, waiting, completed, and failed actions.

Step 19

Customize emails, test the full journey, and launch

Maintain separate review emails for completed repairs and miscellaneous purchases. Customize the subject, headline, body, logo, store name, logo size, slogan, address, and call-to-action.
Repair emails identify the completed service. Miscellaneous emails can show an elegant digital receipt with purchased items and available product images.
Send test emails to the profile email or an alternate address and verify the mobile layout, customer variables, review link, store identity, and receipt details.
Before going live, submit one test from every enabled source and confirm the lead, draft, destination, language, PDF, tax, diagnostic fee, appointment behavior, review link, and activity history.
After launch, review workflow and review histories, AI Call Logs, queued/failed actions, message evidence, calendar status, and top-up balance. Keep call reminders off when their required calendar or balance is unavailable.

POS migration

How to Migrate from MyRepairApp

Use the MyRepairApp Migration integration to transfer customers, tickets, repairs, invoices, payments, notes, activities, and line items into SmartTaskOps with a simple API key flow.

Step 1

Create or copy the MyRepairApp API key

Sign in to MyRepairApp with the owner or admin account that has access to the store data.
Open the account/settings area for API, Developer, or API Keys.
Create or copy an active API key for the migration, then keep it in a secure place.
If MyRepairApp shows the key only one time, copy it before closing the window.

Step 2

Open SmartTaskOps Integrations

Sign in to SmartTaskOps as the store owner.
Open the left sidebar and select Integrations.
Find the MyRepairApp Migration card.
Press Connect or Manage to open the migration workspace.

SmartTaskOps Integrations page showing the MyRepairApp Migration card

Step 3

Paste the key, save it, and press Test

In the Connect step, paste the MyRepairApp API key into the API key field.
Press Save so SmartTaskOps stores the key for this owner account.
Press Test and wait for the connection success message.
If the test fails, create a fresh key in MyRepairApp and test again.

MyRepairApp Migration Connect step showing the API key field and Test button

Step 4

Load Preview to verify source data

Open the Preview step and press Load Preview or Preview.
SmartTaskOps downloads and archives MyRepairApp source records in protected batches.
Review the preview counts for customers, tickets, invoices, payments, notes, and line items.
Wait for the source sync to finish before starting the import.

MyRepairApp Migration Preview step showing loaded source information and preview counts

Step 5

Press Import to start the transfer

Open the Import step and press Start Import or Import.
Confirm the prompt so SmartTaskOps can run the ordered migration in the background.
Customers run first, followed by tickets/repairs, invoices, payments, notes, activities, and line items.
You can pause safely and resume later if the migration needs to continue in another session.

MyRepairApp Migration Import step showing the Import action for starting the transfer

Step 6

Review the migrated SmartTaskOps data

Open the Review step to check connection state, preview counts, import totals, and logs.
Confirm that customers and repairs appear in SmartTaskOps with their payments, notes, and history.
After the import, use Fix Dates if it is available to repair imported chronology from the source archive.
Disabling the MyRepairApp integration later does not delete records already imported into SmartTaskOps.

MyRepairApp Migration Review step showing imported records, chronology status, and no import errors

Self-service data transfer

How to Migrate from RepairShopr

Connect RepairShopr directly and move customers, devices, repairs, comments, invoices, payments, products, and attachments into SmartTaskOps. The owner can preview, start, pause, resume, review, and retry the migration without waiting for SmartTaskOps staff.

Step 1

Prepare the RepairShopr subdomain and API token

Sign in to RepairShopr with an owner or administrator user that can read all store records included in the migration.
Open that user profile and its API Tokens area. Some accounts expose the same controls under Admin Center → API.
Create a dedicated token for SmartTaskOps with read access to customers, assets, tickets and comments, invoices, payments, products, and attachments. Copy the full token before leaving the page.
Write down only the store subdomain. For https://your-store.repairshopr.com, the subdomain is your-store. The official RepairShopr API documentation confirms that the API key belongs to the user profile.

Step 2

Open RepairShopr Data Migration in SmartTaskOps

Sign in to SmartTaskOps with the store owner account that should receive the migrated records.
Open the left sidebar, select Integrations, and search for RepairShopr or open the data category.
Find the RepairShopr Data Migration card. It lists customers, repairs, and invoices as supported data.
Press Connect. If credentials were already saved, press Manage to return to the migration workspace.

Step 3

Save the credentials and test the connection

In 1. Connect, enter only the RepairShopr subdomain—without https:// or .repairshopr.com.
Paste the API token. SmartTaskOps stores it encrypted and shows only a masked value after saving.
Press Save, then press Test. Continue only after the connection shows Connected or a successful test message.
If the test fails, verify the subdomain, token, user access, and required read permissions. Credentials cannot be changed or tested while an import is active.

Step 4

Load Preview and verify the source counts

Open 2. Preview and press Load Preview. SmartTaskOps reads the available RepairShopr records without importing them yet.
Review the totals for customers, devices, repairs, invoices, payments, and products. Comments and attachments follow their related repairs during the import.
Confirm that the counts look reasonable for the source store. Use Refresh Preview when RepairShopr data changes before the migration begins.
If you change the subdomain or API token after previewing, load a new preview. SmartTaskOps blocks an import based on stale credentials.

Step 5

Start the background import and monitor progress

Open 3. Import, press Start Import, and confirm. The migration continues autonomously in the background, so you may leave the page and return later.
SmartTaskOps preserves dependencies by importing customers, devices, repairs, comments, invoices, payments, products, and attachments in that order.
Follow the overall percentage and each phase's processed, imported, updated, skipped, and failed totals. Use Refresh if you want an immediate status update.
Press Pause Safely when needed; the current page finishes before stopping. Then use Resume Import to continue from the last confirmed page without starting over.

Step 6

Review the results and retry only failed records

Open 4. Review to compare SmartTaskOps totals for customers, repairs, orders, payments, products, and comments with the migration activity.
Review each phase and the recent audit log. Confirm imported, updated, skipped, and failed counts, then spot-check customer profiles, repair history, invoices, payments, products, timestamps, and mapped statuses.
If failures remain after the run stops, press Retry Failed. SmartTaskOps retries the protected failed records without rerunning successful records.
Disabling RepairShopr later only removes the active connection; records already imported into SmartTaskOps remain available. Keep the integration connected until the review and any retries are complete.

POS data transfer

How to Migrate from RepairDesk

Use RepairDesk Migration to move customers, tickets, orders, payments, notes, devices, and status history into SmartTaskOps. The store owner can connect with an API key, preview the source totals, launch the transfer, and review results without waiting on the SmartTaskOps team.

Step 1

Create or copy the RepairDesk API key

Sign in to RepairDesk with an owner or administrator account that can read the store data being migrated.
Go to Store → General Settings, then find API KEY under Other Information.
Copy the generated API key. If you need a new one, press Reset, confirm Yes, then press Save Changes.
For screenshots and the latest RepairDesk instructions, open RepairDesk's official API key guide.
Keep the full key private. You can rotate or revoke it in RepairDesk after the migration is fully reviewed.

Step 2

Open RepairDesk Migration in SmartTaskOps

Sign in to SmartTaskOps with the store owner account that should receive the transferred data.
Open the left sidebar and select Integrations.
Find the RepairDesk Migration card inside the data transfer/POS migration area.
Press Connect. If the API key was saved before, press Manage to reopen the migration workspace.

Step 3

Save the API key and test access

In 1. Connect, paste the RepairDesk API key into the API key field.
Press Save so SmartTaskOps stores the key securely for this owner account.
Press Test and wait until the connection shows Connected or a successful test message.
If the test fails, verify the key, owner permissions, and RepairDesk account access before continuing.

Step 4

Load Preview and confirm the source totals

Open 2. Preview and press Load Preview.
SmartTaskOps reads the available RepairDesk customers and tickets without importing them yet.
Review the totals and page counts. Ticket details carry related orders, payments, notes, devices, and status history into the migration.
If RepairDesk data changes before importing, run Refresh Preview so the transfer starts from a fresh source snapshot.

Step 5

Start the automatic import and monitor progress

Open 3. Import, press Start Import, and confirm the action.
The migration runs in the background, so the store can leave the page and return later.
SmartTaskOps imports customers first, then tickets with the linked repair/order history, payments, notes, devices, and status events.
Use the progress totals, Pause Safely, and Resume when a large transfer needs to continue across sessions.

Step 6

Review results and retry attention items

Open 4. Review to compare SmartTaskOps totals with the RepairDesk migration activity.
Check recent activity, imported totals, skipped records, failed records, and any attention list items.
If RepairDesk rotated the API key during a migration, run a fresh Preview and use the safe bind option only when SmartTaskOps confirms the source account matches.
Disabling RepairDesk later removes only the saved connection; imported customers, orders, payments, notes, devices, and history stay in SmartTaskOps.