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A Customized Solution

We understand that every shop is different.  Customizing SmartFlow to your workflow process helps pinpoint your unique challenges and turn your shops problems into productivity

The Productivity Playbook to Supercharge Your Shop

The following illustration describes the SmartFlow Standard Operating Procedure and workflow process we have created to optimize productivity in the shop

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Please fill out the information and answer the questions in both the General Info and My Shop sections to the right so that we can best tailor a presentation to your shops workflow process.

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Step 1 of 2 - General Information

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Standard Operating Procedure

We have developed a digital standard operating procedure that maximizes efficiency and productivity in the shop. Please review it before talking with us, we would love the opportunity to compare this with your current process.

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Instructions for Using SOP

The following page describes each step in the recommended workflow and how Service Advisors and Technicians use the Point of Sales software (POS), SmartFlow and the tablet. Each element on the estimate (dotted line square) and work order (solid lined square) is represented by an icon (see below) and an additional icon listed below explains what is being done with the element in the workflow step. calendar Scheduling an Appointment job A job to-be-performed declined job A declined job diagnosys results Diagnostics and Test Results inspeciton results Inspection Results recommendations OEM or other Service Recommendations technician Technician tire-128 Part estimate Icon3 Estimated Item (Part and Job) add Add an item (e.g., a part or job) assign Assign vehicle, job etc. to technician completed Complete item (job or inspection) sign Authorize a job mobile-icon-tee-times Use TeE-Time to clock in, out, and select activities like “Waiting for parts” email Email (or text message where possible) documents and/or links to motorist Go to the workflow step below and expand the section by clicking on the header segment. Lets start with the first step: Clock In  (for clients not using TeE-Time please skip to Waiting on Drop Off)

Step 1: Clock In

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Step 2: Waiting on Drop Off

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Best Practices

Vehicle Identification: If a first time vehicle is written up, make sure the full customer name and at least the license plate is part of the quote. Once the vehicle shows up for drop off, the VIN can either be determined by the CarFax Add-On for your POS or the inspection process includes a VIN capture on the tablet, which can be written back to your POS using the Smartflow Add-On. VIN button
  

Step 3: Waiting for Initial Work Order/Inspect

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Best Practices

Don’t assign technicians right away, especially if you expect lots of vehicles to be dropped off. Once the work order is written up, the vehicles show up as tiles on the Today’s Vehicles Page (TVP) in the “No Tech” column. When the majority of the vehicles have been dropped off, just drag or finger swipe the vehicle and drop it in the technician column for the technician with the most jobs on the vehicle. A pop up listing all jobs will ask you to confirm the choice that the given tech has been made the default tech and you can just ok it or select other techs for the jobs listed.
If there is a comment that needs to be included in a certain labor operation line Tap the “Note” icon and add the note using voice or type. Notes added to the Work Order operation need to be separated into internal notes and the ones for the customer. Enter a ‘zzz’ after the internal notes to hide them from the customer. More info in this article If there is an urgent need for the service advisor to take action about the note or picture tap the “Smart Alert” icon right next to the % done dropdown after you have updated your notes. This alerts the Service Advisor that there are notes or concerns about that particular labor item. Give the SA directions in the note as appropriate. This can be used for a significant variety of actions. Check out the notification for a stripped out oil pan plug below. smart alert feature If you have more jobs to be done on the vehicle beyond the initial diagnose and test as well as inspections, keep the vehicle on the tablet and tap the Smart Alert for the inspection job on the work order instead of submitting the vehicle. Tapping the Smart Alert automatically saves the inspection on the server for the service advisor to use.  Notes added in the inspection sheet are divided up between internal and external notes. Enter internal notes first, then put ‘zzz’ and then add any notes you would like the customer to read last. On timed labor operations be sure to start the timer for the operation or operations as some may be combined. There are items we will bill customers for based on your clocked time and it is important for everyone we have the proper time recorded. The timer will continue run if you change apps unless you switch to different work order, or shut the AV app down. Photos should be taken to tell the story of what you are doing or need. Slight adjustments in light can be made by holding you finger on the area of focus and when the box appears slide your finger up or down to make adjustments. Sometime using an external light source may be needed. When needed use your finger to highlight the area of focus with a circle for the SA. Start from the center of the area of interest and move away to draw a circle. If no highlight is needed then choose clear and use to upload the image button.
Make sure

  • to define canned jobs/job kits/packages as recommended actions on the inspections sheet. The more the better. It will help the service advisor to save time and the reports are significantly better.
  • to define a picture policy
    • number of pictures to be taken
    • kind of pictures to be taken
    • One example i the 4 picture policy:
      • one picture of the label on the door jam
      • one picture of the lit instrument panel
      • one picture of a mint condition are
      • at least one picture of a problem area
  • to run daily the inspection metrics report and find out whether your picture policy is implemented and more.

inspection Metrics

Mandatory Actions for the Technician ALWAYS leave the vehicle you are working on “Open” on the tablet while you are working on it. This shows the Service Advisor what vehicle you are working on. At any time you are working on a job, make sure you mark the job complete when done. If the job is more than 0.5 billed hours, mark the job 25%, 50%, 75% complete and finally select “job done” when the individual job has been finished. This shows the SA your progress and makes sure you receive additional work as soon as possible. If you are going to be moVINg to a different vehicle for more than a very short time save the work order your on and open the one you are moVINg to. This keeps time used tracked your efficiency on the correct work order.

Step 4: Waiting for Estimate

Step 5: Waiting on Parts

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Best Practices

Step 6: Work

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Best Practices

Step 7: Waiting on Pick Up

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Best Practices

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