Run the lien steps and log notices on a yard record

The yard record holds three cards that run the lien process: Rule set, Lien steps and Notices. You will be able to choose the rule set, start a vehicle's clock, mark each step done on the day it happens and keep a log of every owner notice.

Before you start #

• You need the dispatcher, advisor, manager or owner role.
• Your business remains responsible for the lien and notice rules in your area. Check the rules before you rely on a date.
• Owners and managers set the lien schedule that the steps follow. See "Set your lien schedule and notice wording".

Choose the rule set #

1. Open Yard, then choose a vehicle.
2. In the Rule set card, choose a name under Rule set in use, then select Save. The choice applies to the whole yard.
3. Read the line under it, which says how many days the rule set counts to the first notice step and to the earliest sale.
4. Read Steps in this rule set. Each row gives the step with its citation, how many days it counts and from what, the date it is due, and a badge for its status. A step that starts when the letter is logged says "Starts when the letter is logged".
5. Open Reference checklists to read the Yard checks, Accident scene checks, Private property checks and Abandoned vehicle checks that belong to the rule set. They are a reference for your staff and need no ticking here.

Start the clock and mark steps done #

1. In the Lien steps card, a vehicle with no clock reads "The lien clock has not started for this vehicle." Leave Start the clock on empty to count from the intake day, or pick a date, then select Start the lien clock.
2. The table lists each step with its due date, status (Done, Coming up, Due soon or Overdue), the date it was done and any note.
3. When a step happens, fill in the form headed Mark done: and the step's name. Set Done on, add a note if you want one, and select Mark done. For an owner notice step, also choose the Kind of notice: Letter, Call, Email or Other.
4. Repeat for each step. When the last one is done, the card says "Every step is done."

The steps follow the schedule named under the heading ("Dates follow the schedule ...").

Log a notice #

1. In the Notices card, read the table of notices already logged: Kind, Sent on and Notes. It says "No notices logged." when none exist.
2. Under Log a notice, choose the Kind, set Sent on and add a note.
3. Select Log a notice. The notice appears in the table and the countdown follows the log.

A vehicle that has left the yard shows these cards for reading only.

If something goes wrong #

• The page shows an error above a card: read it, fix the date or the field it names and try again.
• A step shows Overdue: mark it done with its real date once it happens.