Labels, Vendors & Media

Labels — what they are

A label is a tag you put on a vehicle. It routes that car to someone who needs to work on it.

There are two kinds:

• Vendor label — routes the car to an outside shop. Body work, glass, tint, alignment, auction pickup — anything involving an outside company.
• Tech label — routes the car to a person in your shop. Use this when a specific tech always handles a particular job type.

You can put more than one label on a car. Labels show on the board so anyone can see at a glance who has it next. See Admin & Help for who can create and manage labels.

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Setting up a label

Labels live in the Admin panel. A manager or admin creates them.

1. Open Admin → Labels.
2. Tap Add Label.
3. Name the label. Use something your team will recognize — for example, “Glass Shop” or “Pre-Sale Inspection”.
4. Pick the type: Vendor or Tech.
5. Pick who the label routes to. For a vendor label, select a vendor from the list. For a tech label, pick a person on your team.
6. Tap Save.

The label is now available to anyone who has permission to add labels to a car. You’ll see it in the label picker on any vehicle detail screen.

You can edit or delete a label at any time from Admin → Labels.

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Adding a vendor to EasyRecon

Before you can route a car to a vendor, that vendor needs to be in the system. You invite them the same way you invite a team member.

1. Open Admin → Team → Invite.
2. Enter the vendor’s name.
3. Set the role to Vendor.
4. Enter the vendor’s mobile number. This is the number that gets the SMS when a car is routed to them.
5. Tap Send Invite. The vendor gets a text with a link.

Vendors can read the text and follow the link without an account. To add notes or photos in EasyRecon, they need to accept the invite and sign in. See Admin & Help for what the Vendor role can do.

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Vendor SMS — texting your body shop automatically

When you apply a vendor label to a car, the vendor gets a text. The text includes the car details and a link to view the vehicle inside EasyRecon. They don’t need to be signed in to read the text.

To add notes, upload photos, or update work, the vendor must be signed in with the Vendor role. Once the label is applied, no further action is needed — apply the label and the shop knows the car is coming.

Note

Vendors only see cars that have a label pointing to them. They never see your full board or any cars that aren’t theirs.

If a vendor isn’t getting texts, check Admin → Team for the vendor’s number and confirm they accepted their invite.

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Uploading photos

Photos go on the Media tab of any vehicle.

On mobile: Tap the camera icon to open your camera directly, or tap the gallery icon to pick from your camera roll. Either way works.

On desktop: Drag files from your computer and drop them onto the upload area. Or click Upload and use the file picker.

When you upload a photo, pick a category:

Category	Use it for
Exterior	Outside the car — all four sides, top, undercarriage
Interior	Cabin, seats, dash, cargo area
Engine	Under-hood shots
Damage	Damage found at intake or during inspection
RO	Repair order documents or stickers
Other	Anything that doesn’t fit another category

Picking the right category helps your team find photos fast and helps the AI label them correctly.

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Uploading video

Video works the same way as photos. Tap the camera icon on mobile or drag a video file on desktop.

Video is good for anything a photo can’t show. A rattle, a drip, a noise on a road test — record it and upload it. Anyone who opens the car later can play it from the Media tab. Keep clips short — 15–30 seconds is usually enough.

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AI photo caption and OCR

Every photo you upload gets a short caption added automatically. The caption appears below the photo in the Media tab. You don’t have to type anything.

OCR runs on the same photos. It reads text in images — stickers, odometer screens, RO documents — and pulls out numbers so you can search for them later.

Common uses:

• Upload an odometer photo → OCR reads the mileage
• Upload an RO sticker → OCR reads the RO number
• Upload a parts label → OCR reads the part number

Captions and OCR run automatically. No action needed from you.

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Walk-Around Damage Scan

The Damage Scan looks at your walk-around photos and flags possible damage. It’s faster than marking each item by hand.

1. Upload your walk-around photos to the Damage category in the Media tab.
2. Tap Scan for Damage.
3. Review the results. Each flagged area shows the photo, the location on the car, and a description.
4. For each finding, approve it to create a work item, or dismiss it if it’s not real damage.

Approved findings become work items on the vehicle. Edit price and details before submitting them for approval.

Caution

AI is a tool, not a substitute for a physical inspection. The scan can miss damage and can flag things that aren’t problems. Always walk the car yourself before approving work.

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Photos on the Transparency Report

Each car has a public report at /r/ followed by the VIN. This is the Transparency Report. It shows the customer what work was done. See Vehicles for how to share it.

Photos on the Media tab have a visibility setting: Customer-visible or Internal only.

• Customer-visible photos appear in the Transparency Report. Use this for exterior photos, completed work photos, and anything you’d want the customer to see.
• Internal photos stay hidden from the report. Use this for damage photos during intake, RO documents, or anything that’s for your team only.

To change a photo’s visibility, open it in the Media tab and tap the visibility toggle.

Customer-facing photos load through secure links that expire after a short time, so old shared URLs stop working. If a customer says a photo link is broken, have them reload the Transparency Report page to get a fresh link.

The Transparency Report must be turned on for your rooftop. If the /r/ link doesn’t work, ask your admin to check Admin → Rooftop Settings.