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DealerTeam

Service Department Feature Overview

This guide provides an overview of product features and functions related to the Service Department.

 

Manage the Service Lifecycle.

Fixed operations can make up a good part of your profits. DealerTeam has built a true automotive platform that allows All Departments to share the same customer data.  It's easy to manage the vehicle's lifecycle. Write repair orders to separate Service Vehicle record, track the maintenance history, and follow inventory through multiple ownership of the same vehicle. Advisors and technicians can use this data to provide your customers with incredible service and vehicle knowledge.

Run analytic reports to cross-market sales customers who have never scheduled service appointments and send promotional campaigns to drive new business. The advantage all departments see the same customer data can improve your bottom line alone. Change the way you think about managing service. 

 

Scheduling Appointments and Reception

The Service Scheduling interface allows for easy toggle between service locations. This feature is specifically beneficial for centralized scheduling or for companies running business development centers. Appointments can be scheduled on the editable calendar without leaving the page.  Each scheduled event can be linked to either an Advisor or a Service Technician. Appointments can be moved by simply dragging and dropping the event to a new resource within the same location. Each named user can be displayed or hidden from the scheduling interface. The calendar of events can be exported to PDF for printable view, or to send via email.

 

  • Assign Advisors and Technicians to Appointments. 
  • Re-Assign Appointments by Drag and Drop 
  • Export Calendar of Events
  • Select Advisors to show on the Calendar
  • Multi-Company Mode
  • Create Repair Order from Appointment

 

Service Invoicing

Advisors and other system users are able to create a repair order directly from the appointment. Appointment details such as Customer, Mileage, Vehicle and Appointment Lines are carried forward to the Repair Order.

Repair Orders

Service Repair Orders
Create service repair orders to track the flow of work through the service centers.  Repair Orders are tracked via status. Each Repair Order will contain Labor, Parts and the related Vehicle. Repair Orders also contain links to the Purchase Orders for outside services such as sublet work.
Job Lines
Repair Orders can contain up to 200 job lines per invoice. The job line represents the specific work to be performed. Each line contains the following elements. 

Concern       : Concern to be addressed with this repair event

Cause          : Root cause of the issue requiring correction

Correction    : The work performed to correct the concern

Labor           : Labor charges and technical clock events related to the labor charges

Parts            : Parts related to the specific job line

Purchase Order : Outside purchases of expenses to be related to the repair event.

Multiple Payment Methods
Service repair orders can contain multiple payment methods on a single work order. These payment methods are as follows.  
    C     -     Customer Pay
    W    -     Warranty 
    I      -     Internal
These charges are totaled and applied individually to the general ledger.
Printed Customer Work Order
Laser printed documents branded with your companies custom branding. The customer work order contains details and descriptions of the work to be performed, as well as an estimate of charges.  
Printed Documents for Internal Workflow
Custom documents support for internal facing and external documents supporting business processes.
Audit / Accounting Copies
Printed accounting and audit copies are available to be generated at the time the repair order is invoiced.
Cashiering
Used to collect customer payment or stage an invoice for close before being posted to accounting. Cashiering allows for collection of deposits, final payment and record cash box transactions.
Attachments, Notes
Using Attachments and Notes you can attach files of any type as well as notes to each work order. These can be attached on both the desktop and mobile device for ease of capturing vehicle information while in the shop, on the road or away from the desk.  
Activities
Each record can contain future and complete activities. This feature allows for workflow based or manual follow up on Repair Orders. Examples of this would be pending estimate approvals or notifications to contact the customer when all job lines are complete.

Route Sheet

Tracking Open Work
Using the Service Repair Orders Tab to create Route Sheets allows users to track work they own as well as work for others they are responsible for.
Queue Records
Assigning records to be Owned by members of a Queue allows you to make a team responsible for the completion of work.
 

Standard Operations

Operations Codes
Each repair line requires an operation code to be attached to the service job line. The operation code allows for the defaulting of concern, payment method and other properties such as labor and parts charges.
Marketing Codes
Operation codes can be added to repair orders for the purpose of creating custom workflow to deliver marketing messages to customers at a future date/time.
Shop Load
Operation codes offer methods for understanding shop load based on the open and active operation codes in-process at each location.

 

Technician Support

Electronic Repair Order

Electronic Clocking
Technicians can clock time directly to a repair order. The time is clocked as either Diagnostic or Repair time. Each clock entry can contain actual and book time. The book time allows for technician efficiency measurement.  Book time can be specified by the Labor Operation Code.  
Enter Cause / Correction / Diagnostic Codes
Technician access view provides a limited view of the repair order that allows the technician to focus on the repair as well as time associated with the repair. The technician can be permitted to update the Cause / Correction directly in the Repair Order using this view.
iPad Access
Mobile device access to view and update data items necessary for technicians to interact with the repair order record.

Vehicle

Service Vehicle
The service vehicle record is a VIN Specific record used to track service and ownership events.
VIN Decoding
Passenger, Light and Medium Duty vehicles can be VIN decoded to provide basic and detailed information.
Vehicle Owner
Consumer or Business ownership of a specific Service Vehicle. For B2B applications the Vehicle can contain references to the business that owns the vehicle as well as any contacts associated with that business.
Warranty Events
The service vehicle retains a history of all repairs including Warranty Repairs.
Repeat Repair Notification
Workflow support for advanced repeat repair notification.

Shop Analytics 

Reports

Template Service Reports
The service department application comes with pre-built reports providing a template to extend or build you own custom reports upon.
Report Builder
Use the report builder to build custom drag and drop reports. All of the fields on each business object can be included in the report allowing for significant reporting capabilities.  
Drill Down Reporting
The output of each report contains links to the source records that make up the report.
Scheduled Report Delivery
Deliver reports on a specified schedule to end users. This allows the distribution of managed information to those who need it.  
Graphs and Charts
Each report type can include a graphical representation of the data.
Export to Excel / Printable View
Reports can be exported. The export can be performed to include all data in an excel style format, or a printable view.

Dashboards

Dashboard Builder
Empower your employees and hold them accountable with Dashboards. The dashboard builder allows you to display large amounts of information in a single dashboard. The dashboard builder uses reports to provide context to each dashboard component. These components are drill down capable to the source report.
Schedule Delivery of Dashboards
Dashboards can be scheduled to be emailed to one or more individuals in the organization.