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Shop-Ware: Integration Between POS & AutoVitals

Blake Corbit
  • Updated

Table of Contents

Content of This Document

This document contains details about Shop-Ware and how data from Shop-Ware transfers to AutoVitals as well as information about how information from AutoVitals can be pushed into Shop-Ware,

 

Data Processing

Available Processing Hours

  • 24/7

Expected Delay of Data Transfer

 
 

Type of Data

Maximum Transfer Time

Primary Data

  • Work Orders

  • Work Order Items

  • Employee Assignments

  • Appointments

  • Customer/Vehicle Information

< 30 seconds

Service Packages

1 hour

Employees

1 hour
 

Employee Setup

How the POS Works and How it Transfers to AV

  • How to get there in the POS & how to add a new employee

    • See Shop-Ware’s instructions here: Support Center

    • Select “Technician” and/or “Service Advisor”

      • If neither Technician or Service Advisor is selected, then the employee will not appear in AV.
        2022-03-29_9-49-09.png

         

      • An employee can be technician, service advisor, or both.

  • Multilocation

    • Technicians

      • It is not possible for a technician to exist at multiple locations

    • Service Advisors

      • Can be single location or multilocation, which is configured under “Permissions”

         
        2022-03-29_9-52-23.png

  • How are they deleted or marked inactive? This will cause the employee to either not be imported to AV or to be deleted in AV.

    • Under “Permissions” of the employee, there is an option to “Deactivate this staff member”

       
      2022-03-29_9-54-34.png

    • Deactivated employees will then appear under “Former Staff Members” instead of “Current Staff Members”

       
      2022-03-29_10-07-08.png

Employee Assignment

How the POS Works and How it Transfers to AV

Service Advisors

  1. By default, no service advisor is assigned to the work order in Shop-Ware. One can be selected

  2. The advisors initials will appear on the vehicle tile on Today’s Vehicles Page

  3. The advisor’s name will appear on the RO details on Today’s Vehicles Page
    2022-03-29_10-13-48.png

     

Default Technician

  1. By default, no technician is assigned to the work order in Shop-Ware. One can be selected

  2. The default technician will show in AutoVitals and the tech will be assigned to all of the jobs on the RO which are not already assigned to someone else
    2022-03-29_10-20-05.png

     

Technician Per Job

  • In addition to default tech, techs can be assigned to individual labors in Shop-Ware.

    • This is done by clicking on the “TECH” icon next to the labor
      2022-03-29_10-22-19.png2022-03-29_10-23-35.png

       
       

Work Order Status: Appointments, Estimates, Repair Orders, Invoices; Drop Off & Closeout

How the POS Works and How it Transfers to AV

  • Shop-Ware allows to start either an appointment or an estimate. (All repair orders start as an estimate)

  • Appointments

    • How to create an appointment: Support Center

    • An appointment cannot contain labors/parts, but it can be linked to an estimate or repair order.

    • If an appointment is not linked to an estimate or repair order, then it is also not linked to a vehicle and will be ignored by AutoVitals.

  • Estimates

    • Can contain labor/parts

    • A work order is in “estimate” status in Shop-Ware if

      • it shows “Estimate” at the top instead of “Work Order”
        2022-03-29_10-54-31.png

         

      • and it shows “Start Job” on the bottom-right2022-03-29_10-55-00.png

         

    • Where they appear in AutoVitals:

      • If the shop has an AV package with workflow steps, the estimate or appointment will appear in appointment columns such as “Today’s Appointments”. If the appointment is > 2 days in the future, it will not be visible on Today’s Vehicles Page.
        2022-03-29_11-10-15.png

         

      • If the shop has an AV package without workflow steps (such as DVIx), estimates will be visible on Today’s Vehicles Page only if the shop is configured to not ignore estimates.

  • Work Order / Repair Order

    • Can contain labors/parts

    • An estimate is converted to a work order in Shop-Ware once “Start Job” has been clicked and will now be considered as repair order in AutoVitals.

      • It shows “Work Order” at the top

         
        2022-03-29_11-10-15.png
      • and “Close Job” OR unchecked “Picked Up”2022-03-29_11-03-23.png

         

         

    • If the shop has an AV package with workflow steps, drop off detection enabled, and the default workflow settings, then the repair order will appear in the “Waiting for Inspect” step and ready for the technician(s) to work on the vehicle.

  • Invoice

    • Once “Picked Up” has been checked off, the work order is closed out.
      2022-03-29_11-06-13.png

       

Sending Inspection & Estimate

You can send customers Inspection results from AutoVitals as well as the Estimate from Shop-Ware to allow you to approve jobs, by following the steps described below:


Work Order Items

How the POS Works and How it Transfers to AV

  • Shop-Ware always contains all labors & parts within a job group (or “Service”)

  • Job Groups vs. Labors vs. Parts

    • A service in Shop-Ware can have a title and a comment. The service appears as the job group name in AutoVitals while the comment appears as the job group description.

    • If there are multiple labors, all parts in the job group will appear under the first labor.

    • If a job group contains a part but no labor, AV will add a generic labor line so that the part has somewhere to appear.

    • If the work order contains job group(s) with no labor or parts, the repair order will still appear in AV and can be sent to the technician’s tablet for inspection, but the technician will not see anything on the repair order and will not be able to add any notes, images, or timers.
      2022-03-29_18-51-50.png

       

Labor Hours

  • Shop-Ware has one field for hours on each labor line.
    2022-03-29_19-07-53.png

     

Declined Jobs

  • Shop-Ware does not have declined jobs. A job can be converted to a recommendation, as described below in the Recommendations section.

Customers

How the POS Works and How it Transfers to AV

Customer Name

  • Shop-Ware has “First name” and “Last name”, which both transfer to AV.

  • Edits to the customer name transfer to AV quickly (<1 minute).

Email Address

  • Shop-Ware allows only 1 email address per customer and AV will pick up this email address.

  • Edits to the email address transfer to AV quickly (<1 minute).

Phone Numbers

  • Shop-Ware allows multiple phone numbers per customer.

    • Custom labels can be applied, which AV ignores

    • One or more numbers can be marked as “preferred”.

  • AutoVitals stores up to 2 phone numbers per customer. AV will prioritize the first number marked as “preferred” to use for texting. If that number is a landline, we’ll try the next preferred number or if none are marked as preferred, we will go by the order the phone numbers are listed.

Customer Communication (No Marketing)

If “Marketing OK” is unchecked in Shop-Ware, then the customer’s texting and emailing settings will be affected in AutoVitals:
2022-03-29_19-27-33.png

Vehicles

How the POS Works and How it Transfers to AV

  • YMM, VIN, and license plate transfer to AV.

    • If Shop-Ware has a 17 character VIN and it can successfully be decoded, AV displays the YMM which is decoded from that VIN.

      • If there is no VIN or the VIN is invalid, then we will display the YMM selected in Shop-Ware.

    • VINs < 10 or > 17 characters will be ignored

  • Edits to the vehicle information transfer to AV quickly (<1 minute).

Recommendations and Declined Jobs

How the POS Works and How it Transfers to AV

  • How recommendations work in Shop-Ware: Support Center

  • A job on the repair order can be converted into a recommendation, which will appear under “CRM Next Visit” in AV
    2022-03-29_19-36-46.png

Canned Jobs / Service Packages

How the POS Works and How it Transfers to AV

  • How to get there in the POS

    • Canned Jobs are located in the “Cannery”
      2022-03-29_19-39-28.png

       

Job Codes

  1. The job code of a canned job is displayed in Shop-Ware in the URL when viewing that job

  2. It is not possible to share inspection sheets between different shops and to keep canned job mapping because it is not possible for different shops to have the same job codes in Shop-Ware. So each shop will need to configure their inspection sheet in order to have canned job mapping, which allows AV to import the techs' inspection recommendations into Shop-Ware directly as recommendations.

 

2022-03-29_19-42-01.png

How to Push the Information

  1. There is no extra installation of software.
  2. On Today’s Vehicles Page with the RO open, there are 2 buttons

    1. “UPDATE VIN/ODO” will push only VIN, license plate and odometer in/out

    2. “UPDATE WO” will push all of the information available, including VIN, license plate, and odometer in/out.

  3. Those buttons must be clicked to send the information. We do not do it automatically to avoid changes to the work order happening without the service advisor’s knowledge.
 
87085d63-5af2-4071-a657-dc420442181e.png

Specific Details of Each Feature

Vehicle Information

  1. VIN, license plate, and odometer in are transferred when either “UPDATE WO” or “UPDATE VIN/ODO” is clicked. Odometer in will be updated to the value entered into AutoVitals. If VIN and license are empty in Shop-Ware, they will be updated to the value that has been entered into AutoVitals. If those already have a value in Shop-Ware, then it will not be replaced.

     
    8d0448ba-8f11-432c-869c-b85c3bb890be.png

Technician Assignment

  1. Default Technician

    1. A default technician can be assigned in AutoVitals by either dragging & dropping the vehicle tile to a tech’s column or through the “Assign Worksheet” button (shown here). This will be imported to Shop-Ware when “UPDATE WO” is clicked.

       
      8d0448ba-8f11-432c-869c-b85c3bb890be.png

Inspection Information

  1. Recommended canned jobs

    1. If your inspection sheet is configured with canned jobs and the tech selects a canned job as a recommended action in the inspection, then that canned job will be added to the RO in Shop-Ware as a recommendation

      1. If the canned job contains labors, parts, etc. in Shop-Ware, all of that information will be connected with the recommendation imported from AutoVitals.

      2. These will appear under “Current Recommendations” and also in the “Notes” panel.

         
        758f2cfb-807e-4384-98e9-aa1264991ab7__1_.png
         

         

  2. Inspection URL 

    1. A link to the inspection result will be added to Shop-Ware.

      1. If a “Smart Marker” is configured and the work order contains the canned job associated with that Smart Marker, then the inspection URL will be added to the comments of that job on that RO.

        1. How to configure a Smart Marker: Smart Markers - Icons for Shop Communication

           
          ae075628-2f00-4c64-b87e-b606cf1b5ea2.png
           

      2. If a Smart Marker is not configured, then the inspection URL will be added to the repair order note.

        1. This can be disabled in the settings.

          1.png
           

Jobs Information

  1. Notes & Images

    1. Customer-facing notes and links to images/videos on the labors in AutoVitals will be added to that comments of that job in Shop-Ware.

      1. This is optional and can be disabled in the settings

         
        2.png
        3.png
         
         

         

 

 

 

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