Changeover Season Readiness Checklist
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A step-by-step checklist for getting the rack, the records, the reminders, and the crew ready before the spring or fall tire changeover rush.

[ ] Walk the entire rack with the storage record open and confirm every physical position matches what the record says.
[ ] Flag any set on a shelf with no matching record, and any record with no set on the shelf, and resolve both before a single reminder goes out.
[ ] Verify a working phone number and, where you use it, an email address for every customer who has a set in storage.
[ ] Pull the list of sets past their agreed term and start the documented notice process now, while rack space is not yet tight.
[ ] Confirm the storage fee owed on each set so the invoice at the appointment matches what the customer was told at drop-off.
[ ] Decide the reminder waves: an early notice that the season is near, a booking prompt when the window opens, and a final nudge to anyone still unbooked.
[ ] Write each reminder with one clear call to action and a direct way to book, whether that is a link, a phone number, or a reply.
[ ] Tie the first reminder wave to sustained daily temperatures for your area rather than to a fixed calendar date.
[ ] Estimate total changeover hours from the number of stored sets and your honest minutes per swap, including the time to find and pull each set.
[ ] Decide how many weeks the rush should run and whether it needs extra hours, Saturday bays, or a seasonal hire to hit that window.
[ ] Open appointment slots across the whole window so bookings do not pile into the first warm or cold week.
[ ] Stock tire bags, tags, labels, valve caps, and wheel weights for the volume you expect, with a margin for walk-ins.
[ ] Check the tread depth gauge, the torque wrench calibration, and the TPMS tool before the first appointment, not during it.
[ ] Agree on a staging routine: pull the next day's sets the evening before and line them up in appointment order.
[ ] Confirm every staff member can look up a set by customer name, plate, or phone number and walk to the right shelf without asking anyone.
[ ] Print or load the changeover record sheet with fields for torque value, pressures set, TPMS relearn, and the technician's name.
[ ] Mark a clear intake zone so every removed set is recorded and tagged before it is racked, even on the busiest afternoon.
[ ] Set an end-of-day check for every rush day: each set touched today has an updated position, a condition note, and a billing status.
[ ] After the rush, list the no-shows and the customers who never booked and schedule a personal follow-up for each one.
[ ] After the rush, count the sets still on the rack against your capacity and write down what to change before the next season.