Spring bike service rush: planning workshop capacity

When the weather turns, bikes that sat in sheds all winter arrive at the workshop together. The way through the rush is to book drop-offs, not repairs: open a few drop-off slots each morning, each with a set number of places that matches what you can service that day, define two or three service levels with clear contents, and give a collection time at drop-off. The workshop then fills to its real capacity instead of a queue of bikes with no date.

Count how many bikes you service in a normal day for each service level, alone or with the team. A basic check takes far less time than a full strip-down, so capacity depends on the mix. Keep a share of the day free for quick repairs and for jobs that turn out bigger than expected. That figure becomes the number of places in your morning drop-off slots.

The rush also strains your parts stock. Stock up on chains, brake pads, inner tubes and cables before the season, and agree how you ask for approval when a bike needs more than the service: a phone call or a message with a price, and a clear rule on what you fit without asking. A bike waiting for an answer blocks a stand.

A short check at drop-off avoids surprises: look at the bike with the customer, note what they want and point out obvious problems. Give a collection day and time, and ask customers to collect promptly, because stored bikes take floor space. Keep a few short slots for punctures and small adjustments on the spot, so these quick jobs do not join the service queue.

Space runs out before mechanic time does. Decide where bikes waiting for service, bikes waiting for parts and finished bikes each go, and label them with the customer's name and the collection day. Tell customers when their bike is ready, and agree a rule for bikes left uncollected, written in the service description so nobody is surprised. A tidy floor lets you take the next morning's drop-offs without moving every bike twice.

E-bikes, cargo bikes and suspension forks need more time, specific tools and sometimes manufacturer software. Offer them as separate services with longer durations, and say in the description which brands or systems you work on, so customers know before booking.

Open spring drop-off slots several weeks ahead, and offer a winter service at the same price or with a small advantage for customers who are ready to come early. Even a few bikes serviced in winter make spring lighter.

On Book, each service has a name, a price and an optional description shown on your public page. Create one service per level, describe what each includes and when the bike will be ready, and publish morning drop-off slots that repeat weekly. Set each slot's capacity to the number of bikes you can service that day: once all places are booked, the slot no longer appears on your public page. Each slot belongs to one service and sits within a single day. Customers book with their name, email and phone and can add an optional note with the bike model and the problem, which you read in your new-booking email. When a customer turns up without booking, you can add them to a slot from your calendar so the count stays right.

Durations, places and prices are examples, parts extra: set your own. If a bike will be late, tell the customer yourself; if you move a drop-off, change it from your bookings list and contact the customer, as Book does not email clients when a booking is rescheduled or cancelled. Book costs €5/month, all-inclusive: unlimited services and bookings, no commission, no commitment.