The Summary PDF Archive gives your dealership one place to store appointment Summary PDFs for up to 5 years. It also helps you manage these records in a way that makes it easy to find and download a record whenever you need one — for example as proof of a completed check-in, for warranty or dispute cases, or simply for your own records.
What is a Summary PDF?
A Summary PDF is created automatically every time a customer completes a check-in, whether through the kiosk or via home check-in. It captures the details of the check-in and check-out, including the customer's signature approving the work. Every Summary PDF is stored automatically, so nothing is lost after the appointment.
Who has this feature?
Availability: included on all Tjekvik subscriptions as a free add-on — no kiosk required.
Access: the Summary PDF Archive is available to Admin-level users in your dashboard.
Where to find it
Log in to your Tjekvik Dashboard
Open General shop settings, then the GDPR compliance tab.
At the bottom, you will find the Summary PDF Archive section.
Choose how long documents are kept
By default, Summary PDFs are stored for 14 days, as stated in our Data Processing Agreement (DPA). If your dealership needs longer access — for audits or record-keeping — you can choose a longer retention period:
Two weeks (14 days) — default
Six months
One year
Two years
Five years
To change it, open the Retention Period dropdown, choose a period, and click Save Changes at the bottom.
Important — please read before making any changes.
A change to the retention period applies to ALL stored Summary PDFs, not only new ones. If you shorten the retention period, any documents that now fall outside the window are permanently deleted at the next nightly clean-up. Every change is recorded (who changed it and when) for audit purposes.
How to find and download your documents
In the Summary PDF Archive section, click Create Access Link. This generates a secure link to your document archive.
The button then changes to View Summary PDFs — click it to open the archive. A fresh, secure link is created each time, so it never expires.
Inside the archive you can:
Search by registration or work order number
Browse your documents by year/month/day
Download a single document, or download all of them at once
How to delete individual PDF summaries
When required, you will need to permanently delete a record from the archive. This is done in the same section.
Find the job you need to permanently delete and click as shown:
Then click here to permanently delete the record
When you see this, you know the record has been deleted permanently
Who can access the archive?
Access to the Summary PDF Archive is limited to admin-level users. The access link is protected and specific to your dealership, so your documents stay in the right hands.
Is my data secure?
Yes. Documents are stored securely and handled in line with GDPR. Access is only through the protected link generated from your dashboard, and by default documents are kept no longer than needed (14 days) unless you choose a longer period yourself.
Frequently asked questions
How long are my documents kept by default? 14 days, as set out in our DPA.
Can I keep them longer? Yes — you can choose up to five years.
If I change the retention period, what happens to existing documents? The new period applies to all stored documents. Anything outside the new window is removed at the next nightly clean-up, so take care when shortening it.
Do I need a kiosk to use this? No. A Summary PDF is created whenever a check-in is completed — via the kiosk or home check-in.
Does it cost extra? No — it's included free on all Tjekvik subscriptions.
Who can I contact for help? http://tjekvik.com/get-support