Checking in a Customer
Related Documents
Overview of the Folder Summary Screen
Creating a New Customer Folder
When filling out initial Folder information, focus on capturing the following information:
On the Summary Screen
1. Service Resource
The Service Resource is the person who will be handling the servicing of the repair. This person will show up under the "Resource" column in several screens throughout the application. If the person who sold the repair (captured the job) is different, you can select his/her name in the Sales drop-down, otherwise it will default to the same name as the Service Resource.
2. Opportunity
Tow-In- check this box if the vehicle was towed in. If left unchecked, the system assumes it was a Drive-In
Non-Driveable - check this box if the vehicle is not driveable.
Source-type of referral, ie. "Insurance Company"
Referral-drill-down to above, ie. "Allstate Insurance"
Related-further detail, ie. "Chris Scottt"
3. Follow-Up
Set how often and by what method the customer would like to be contacted for repair updates. Create a new follow-up by clicking the Edit button and then the New button. For more detail, see Folder Follow-Ups
4. Authorizations
After you have printed the authorizations and the customer has signed, mark the Receipt of Customer Authorization by checking the box that the customer has authorized the repair and clicking Save. The current date and time will display to record when this date was checked. Scan form and link to documents.
Mark the Receipt of Insurance Authorization by checking the box that the insurance company has authorized the repair and clicking Save (if the customer is claiming the repair to insurance). The current date and time will display to record when this date was checked. Scan form and link to documents.
Note: If the Customer Authorization form and the Insurance Authorization form have not been signed, production hold flags will show on the screen. Click the Edit button next to Hold Flags to view.
5. Target Date
a. This is the date you inform the customer that the vehicle will be ready. Make sure that you change this date if the repair looks like it is going to take longer than promised.
b. The Calculator next to the Target Date allows you to calculate the date based on repair hours and insurance specifications. See Target Date Calculator for more information.
6. Rental information
If the customer will be in a rental, select the Company from the drop-down and the date the rental will begin. Select who is paying for the rental (Insurance, your Company, or Customer). If you would like to generate a Rental Request form to submit to the Rental company, click the New button and fill out the appropriate information. The Form will then show in the print/e-mail screen under Folder Reports. For more information, see Rentals
7. Insurance Information
To set the Insurance company, click the Edit button next to Insurance on the Folder header (this will pre-load from the Estimate import if applicable). More details can be entered in the insurance section below. For information on setting up Insurance Companies, Agents, & Adjusters, click here.
On the Folder Header
Vehicle Details
Click the Edit button next to the Vehicle to set vehicle information such as VIN, license, mileage, etc.
Set a Drop Appointment
Click the New button next to the Next Appt line to create a new Drop Appointment.
On the Customer Screen
Customer Contact Details
On the Notes Screen
Record any necessary notes. See Notes for more information.
On the AR Screen
Collect Pre-payments
Paperwork
Click the print button on the button bar to bring up the Print screen. From here you can print any customer paperwork. After you are finished printing, scan any signed documents and link them to the Folder. They will show under the Documents tab. See Folder Print Screen and Folder Documents for more information.
