Documentation

How Bike Ops works

Bike Ops is repair shop software for independent bike mechanics and small shops. This guide walks through the full workflow—from setting up your shop to booking, repairing, paying, and updating customers.

Getting started

Create a shop at app.bikeops.co/signup. You’ll choose a shop name and a workspace subdomain such as yourshop.bikeops.co. That URL is your shop’s home base for staff and for online booking.

New shops get a 14-day free trial, then $39.99/month.
Sign in anytime at app.bikeops.co/login or on your shop subdomain.
After signup, add your shop address, phone, logo, services, and mechanics so bookings and invoices look like your shop—not a blank template.

Your shop workspace

Each shop is its own isolated workspace. Customers, jobs, messages, and payments stay inside your shop. Staff use the sidebar to move between the main areas of the app:

Job board — live repair pipeline (kanban stages)
Waitlist — requests waiting for capacity
Chat — conversations with customers
Customers — CRM and bike records
Mechanics — who can be assigned to jobs
Reviews — review links and follow-ups
Stats — bikes, revenue, and turnaround
Archive — completed work you’ve filed away
Settings — branding, features, templates, billing

Job board

The job board is the heart of Bike Ops. Every repair moves through stages so the whole shop can see what’s booked, what’s on the stand, and what’s ready for pickup.

Stages

Pending approval — online bookings waiting for staff to accept or decline
Booked In — confirmed; drop-off or collection still ahead
Received — bike is in the shop
Working On — actively being repaired
Waiting on Customer — paused until the customer replies or approves
Waiting on Parts — blocked on parts
Bike Ready — finished; ready for pickup or delivery
Completed — closed out
Cancelled — declined or cancelled (with a reason when needed)

Day-to-day use

Drag cards between columns to change stage, or open a job and update it there.
Assign a mechanic so the board shows who owns the work.
Filter columns when you want a quieter view of unpaid jobs, a mechanic, or a stage.
Jobs can include multiple bikes. You can mark which bike you’re working on when that matters for the floor.
Delivery type is either drop-off at the shop or collection service (pickup and return within your radius).

Jobs, invoices, and payments

Open any job card for the full repair record. The job detail view is organized into tabs:

Details — customer, bikes, delivery, dates, notes (customer-facing and internal), services, and a shortcut into chat
Invoice — line items for services and products, totals, and payment options
Bike specs — match bikes to catalog data (including 99 Spokes) so parts and component info stay with the job
History — emails, SMS, and activity on that repair

Payments

Card payments run through Stripe. Customers can pay from a payment link or status page; staff can take payment in the shop.

Card, Apple Pay, Google Pay, and Link where available
Cash recorded on the invoice
Tap to Pay on supported iPhones via Stripe Terminal (set up in shop settings)
Unpaid jobs stay visible so bikes don’t leave before payment is settled

Online booking and waitlist

Customers book on your shop’s booking page (for example yourshop.bikeops.co/book) or through an embeddable booking widget on your existing website.

What customers enter

Contact details and consent for email/SMS updates
One or more bikes (make/model, e-bike vs regular)
Services they need
Preferred dates and drop-off vs collection

How capacity works

You control whether bookings are open, your timezone, closed dates, and a max active bikes limit (bikes currently received or working on).
When you’re at capacity—or bookings are paused—new requests go to the Waitlist instead of creating an active job.
Staff promote waitlist requests to the job board when there’s room. Attention badges help you spot new waitlist activity.
Accepted online bookings typically land in Pending approval so you can confirm before they move to Booked In.

Customers and bikes

The Customers area is your shop CRM. Each customer can have multiple bikes, contact info, notes, and a photo. Consent for email and SMS is tracked so you stay aligned with how people want to hear from you.

Store make/model, nickname, e-bike vs regular, and bike images.
Import customers from CSV or Excel with column mapping.
Merge duplicate customer records when the same person shows up twice.

Services and products

Build a catalog of the services and products you sell on repairs. Attach them to jobs as line items—per bike when needed, or as ad-hoc charges on the invoice.

Set prices in your catalog so booking and invoicing stay consistent.
Import services and products in bulk when you’re migrating from a spreadsheet.
If you offer collection, system collection fees for regular bikes and e-bikes can be applied based on delivery type and bike type.

Mechanics

Add your roster under Mechanics—names, photos, and contact details. Assign mechanics on the job board so everyone can see who is responsible for each repair.

Chat and customer updates

Bike Ops keeps repair conversation in one place instead of scattered texts and voicemails.

Staff use Chat in the shop app. Customers open a magic-link chat (no password) from messages your shop sends.
SMS (via Twilio) and email updates can include photos and deep links back to chat, status, or pay pages.
Customers can check a status page for their job—including queue position when relevant—and a pay page for the invoice.
Notification preferences let customers control how they hear about their repair.

Automated messages

Email (and related chat/SMS flows) can fire automatically as jobs move through the shop. Templates are editable in settings so the tone matches your shop.

Typical automations include:

Booking confirmations and pending-approval follow-ups
Stage updates as the repair progresses
Waitlist promoted and booking declined notices
Drop-off / collection reminders for Booked In jobs
Pickup / delivery reminders when a bike is Ready
Multi-step review follow-ups after completion

Reviews

After a repair, Bike Ops can send review follow-ups with links to Google, Yelp, or other destinations you configure. Track clicks, pull place reviews where APIs are connected, and optionally embed a reviews widget on your site.

Stats

Stats summarizes shop performance without exporting to a spreadsheet first:

Bikes and revenue over day, week, month, or year ranges
Breakdown of Stripe vs cash vs imported payments
Top services, monthly revenue trends, turnaround, and retention views

Settings and features

Settings control how your shop looks and which capabilities are on. Common options:

Appearance and branding — logo, shop phone, public address (used for nearby search and collection radius)
Bookings — on/off, max active bikes, closed dates, timezone
Collection service — enable pickup/return, radius in miles, and fees for regular vs e-bike
Communications — customer notify, staff notify email, Twilio SMS, email templates
Features — chat, reviews, job board filters, and related toggles
Payments — Stripe connection and Tap to Pay / Terminal setup

Mobile apps

Staff can run Bike Ops on iPhone and iPad for the job board, invoices, chat, and Tap to Pay. Allow push notifications in iOS settings if you want job and chat alerts on the floor.

Customers use magic-link access for chat and status—Bike Ops does not issue customer passwords. If a customer needs help with their repair, they should contact your shop, not Bike Ops support.

Trial and billing

Every new shop starts with a 14-day free trial.
After the trial, subscription is $39.99/month.
Manage billing after signing in at app.bikeops.co (Stripe customer portal where enabled).
Questions about invoices or the trial? Contact support.

Getting help

For shop onboarding, billing, or bugs, use the Support page—email, phone, or the chat button on this site. Include your shop name and workspace subdomain (for example yourshop) so we can find you quickly.

Product updates are listed on Release notes. When the app shows an update available, you can refresh on your schedule and read what’s new.

Start free trial Contact support