Workshop Software Overview – Mechanical Auto Repair Software

Workshop Software Overview – Mechanical Auto Repair Software


hi and welcome to this video about how workshop software can help your business get to the next level over the next few minutes what you’re going to see are just some of the features of workshop software and how it can help you to get to where you want to go so what I’m gonna do is I’m gonna jump straight into the application and I’m gonna show you some of the cool features of workshop software and how it can help your business so when we first log into workshop software the thing that we are greeted with is the dashboard this is a really cool place to see exactly what’s going on with your business so you got things like today’s weeks and months sales you can even click on it for example and it’ll show you and a report of drill down of that information you can click on any of those little widgets here so you can see bookings you can see when service renewals all of these sorts of things it gives you a great information about what’s going on in your business if we scroll down a little bit you’ve got your recent activity including transactions and jobs in progress and you can also see recently completed invoices so that’s a really cool way of going and seeing what was done just now or just recently you can double click on them and open them if you want you could reprint them you could email them again to clients those sorts of things which is really cool scrolling down a bit further there’s this awesome analysis tab which shows you in a graphical representation of your sales cost and profit but there are also if you click this button a whole heap of other reports in here as well and you can get a different looking chart also so the dashboard is a really great way to get for you to get all that key information for your business automatically so when you first get workshop software one of the things you want to know is how to use it we’ve put a lot of time and effort into making sure that we’ve got a heap of resources that you can understand and get to know what you need to know very easily and very quickly so there’s a couple of really cool things I want to show you first of all there’s a quick start training so this quick start training is the place where you want to go where you can go and watch a whole heap of videos and so there’s an overview there’s a getting set set up with your company profile the bookings management the supplier and the product and service management this is a really cool place to start watch a video they’ll last from about 5 minutes to 15 minutes is the longest one very well well worth watching those QuickStart guides if we just jump back in a workshop software the other really cool thing is this question mark and I want to show you these couple of things up the top either help guide and resources is a really great place for you to go and find documents and information about how to do certain things so you’ll see here there’s about 150 or more than 150 guides on all sorts of different things so if you wanted to know how to do an invoice for example just type in the search how to create a craft customer invoice click on it and you’ll see that there’s some really easy to read with often all of these documents have got lots of pictures that are very clear and concise and it’s super simple for you to get up and running and of course we’ve got a whole team that can help you out so you can simply send an email to support it workshop software comm one of our technicians will be in touch with you and answer any questions that you might have and solve any potential questions so there’s a full year backed by an organization that really can look after you so let’s now jump into actually doing stuff in the application itself first up let’s have a look at how to search this is really really cool so what I want to show you is if I type in ABC what this is going to do is this is going to search right across the whole system so it’ll search things like customers suppliers products vehicles mechanics everything in the system even transactions and I’ll show you that in a second so you can see here that I’ve got ABC and some customers have come up but some vehicles have come up as well because it searches everywhere if I’d be a little bit more specific and I type in say ABC one the only thing that comes up is vehicles because that’s what is applicable to this particular search you’ll notice too that there’s these icons when you search if you just hover over them you can see what they do this one creates a booking this one creates an invoice send an SMS or open up their latest invoice let’s also have a look so say for argument’s sake I wanted to search for job number 105 for here is this job I can click on it open it up and for example if I wanted to reprint it for argument’s sake I can go and print it or email it off to the customer that sort of thing it’s super super simple to do so this search at the top here is a really powerful way for you to get the information that you want to get okay let’s jump straight in and do a transaction so what I’m gonna do is I’m gonna type in ABC 1 which is the vehicle that I want to do and I’m gonna go off and do a booking for this particular vehicle so if I click on the booking Ike simply jumps in here I can type in service for example I’m gonna go into a service for this particular tract customer and I’m gonna go and save this job so what this is now done is this put has put this into the booking diary so if we jump into the booking diary what you’re gonna see here is you’re gonna see this really cool monthly view so this gives you a look at every single day for the current month and what you’ll notice is on a day-by-day basis these petite little round icons here are each individual mechanic and it also shows you how booked up they are so you can see that this guy is these two guys are pretty full whereas this guy is only half-full and this guy hasn’t got anything so you get a really good indication as to who’s got what on any particular day and you can even click on the day as well and you can get it drilled down into a daily view and it shows you each mechanic and the actual times that you’ve booked the other thing that you can do is you don’t even have to allocate times to mechanics specifically if you don’t want to not every workshop wants to operate that way you’ve got the option of a calendar or you’ve got the option of a list so the list gives you this kind of information so you can actually see the transaction-by-transaction basis of exactly what’s going on so this here was the one that we created just earlier on if I jump back into the calendar view what I can do is this service that I created before I can grab it and I can drag and drop it in it into a particular time so I’m gonna say that Tony is gonna start this job at 9:30 in the morning so that’s now has been allocated to him so you can see how simple this is all you need to do you can even drag this and move it over to someone else or move it to a different time or something like that if you need to move things around it is super super simple to do so you can also get a weekly view so you get a good grasp of what’s going on for the week so you can see individual mechanics and have booked up you are so if you’ve got someone on the phone and you want to book something in you can see where your times are so going back to where we are on a day basis you know you can get that calendar or a list view and then we can do things like we can go and open up this particular transaction which is really cool and really easy so let’s say now the guy’s been booked in I can click on that and I can let’s say the days come and the guys come in so I can go on start job and I can click on start this joy and this now goes and puts it into the Job Center and makes it a particular job in our workshop now just for complete clarity you don’t even need to do a booking if you don’t want to and if you don’t want to have bookings in the system that’s absolutely fine you can just do jobs if you want it’s entirely up to you that’s how flexible workshop software is you can use it all sorts of different ways and you know and have it applicable to the way that your business operates so now I’ve got this particular job I can do things like print off a job card so this job card will for example have the customer details the new odometer or our reading if you’re working on something that has hours you’ve got all the details of the vehicle you’ve got information about what’s going to be done and in this case the you know there’s some comments on this for the particular service that’s done if we scroll down a little bit further you can see that there’s a barcode that’s for actually using the phone app so you can actually scan the barcode to find the actual job which is really really cool so you can see that that’s a job card that’s been created it’s really simple very quick very easy to create a job card and away you go so once we’ve done that we can just save it and that’s a job now is work in progress so in the Job Center we can see that the here is this work that we’ve got here see and the Job Center is the great place where you can go and see what’s going on in your workshop so you’ve got all of your jobs you’ve got different statuses and you’ve got different status comments so you can put a comment on a job if you want and you can also see I want to say for argument’s sake I only want to see jobs that are complete so these are jobs that are finished but you haven’t actually notified the client so you’ve got all these different statuses which is a really cool way of managing your jobs this is an area of the system that you’re going to be in all the time or the workshop manager or the work shop foreman is going to be in here all the time because this is where you can see what’s going on you can double click on a transaction and open it up and do further work to it that sort of thing you can go and add additional parts you know add additional labor on all of those sorts of things it’s really really simple to do so the other awesome thing that you can do with workshop software is I just want to show you printing the job card again and you might remember that this has got the barcode what I can do is I’m gonna do this and scan the barcode ok so what I can do now is clock clock on and clock back in again on a mechanic the other thing I can do is take a photo so I’m doing this on my phone right so what I’m gonna do is just take a photo for example of my keyboard so I’m just gonna go and take that photo I’m gonna go and take another photo of my mouse and I’m gonna say use that photo as well so I’m just gonna use a couple of photos from a phone and what I’m gonna do is just refresh these this particular invoice right now and what you’re going to see is it under these attachments you can actually see those two photos see I’ve literally done that in real time this is the beauty of this being an online system you can run this system anywhere on any device you know on an iPad on a tablet on a Mac on a PC it doesn’t matter in any sort of browser and that’s the beauty of this I’ve taken that photo on my phone on the phone app using workshop software’s phone app and you can see that those photos are there instantly so the benefit of this is is that you can use those photos for all sorts of stuff so it might be you might want to send a message to a client because for example I can actually email those attachments so I can say okay I can choose that the ones that I want like so let’s say I was going to email that particular one I can email it off to the client or to anybody for that matter and all right that might be for example you’ve ripped the gearbox apart and they can you can see the damage in there for argument’s sake you can then go and send that off to the client with maybe an explanation as to why you need to spend hundreds of dollars doing a repair and how much more business are you gonna get by doing that sort of thing by sending them a photo rather than trying to explain to them over the phone yeah this is broken that’s broken and that’s why you need is this repair is going to cost a thousand dollars send them a couple of photos and it’s super simple they get it so you can use it for that you could use it just to report damage for example there’s a dent in the car you might want to take a photo and attach it you could even use it for training so you might have an instance where you’ve got something such as you know something’s gone wrong with a particular vehicle that’s an unusual vehicle that you’re up here you can actually go on you know take a photo or a few photos of a particular incident and store it against that job for future reference so the photos are truly truly powerful and don’t underestimate how important this is to your business so I want to show you a really important part of running your workshop right now what I’m gonna do is go into settings and go into reminders now service reminders and other types of reminders are super super important for getting the most out of your workshop what I’ve found in my 25 years of experience in dealing with automotive workshops is that they either don’t do this very well or they don’t do it at all and what we’ve done with workshop software is we’ve made it dead simple it can’t get any simpler than you need to do nothing that’s it every single day what this will do is it will say who is due for a reminder and it will send them an email send them an SMS depending on the clients preference and it will just do that every single day for you think about that that’s like turning on a tap and just having people come into your workshop whenever you’re you want them to they’re just going to come back in because you’ve sent them a reminder for example for a service it’s real iterally that simple this particular system here can pay for the workshop software many many many times over and is the key to providing great service for your clients and getting your existing clients coming back in it is literally as simple as saying automatically set the reminders put in your email put in your SMS message and there’s things for example like for registrations do you’ve got things like it sends automatic reminders for bookings so three days before the booking you want to send them yeah an email or an SMS that sort of thing we also for other countries in the world for example in New Zealand we do the wolf reminders and in other parts of the world we also do different reminders that are required in those particular places so this is a really really key part of managing your workshop and making sure that your workshop is getting the business that it deserves okay so a couple of other quick things that are really really cool in workshop software is I want to show you these integrations we integrate with a whole different types of businesses so from our accounting partners we’ve got my OB QuickBooks sage and Xero these integrations for the accounting system are literally super super simple basically you set them up which is a five minute job and you forget every time you do a transaction it will automatically go into your accounting system and so also and it will come back from your accounting system as well so it will sync things like your customers and suppliers or your payments receipts invoices purchases all of that sort of stuff well we also integrate with some automotive suppliers so repco relay and also Ashdown Ingram’s and pro link and we integrate with MailChimp for doing your customer management if you wanted to get a little bit more sophisticated in your CRM you can send letters and do marketing campaigns through MailChimp there’s also heaps of business reports so in the reports here you can just drop down this list here’s your workshop reports there’s lots of those there’s lots of customer reports supplier reports and certain some logs so look that’s just a quick overview of workshop software there’s so much more I could show you things around purchasing all your vehicle history all of that sort of stuff managing your customers your products doing stock takes lots and lots of things but remember workshop software is super simple to use there’s heaps of help we’re here to help you you’re here to help you know get up and running very very quickly by using these QuickStart guides how do you know using the knowledge base and all that sort of stuff now all you need to do is if you go to workshop software com click on free trial that’s all you need to do to get up and running this literally takes about five minutes if that so you just put your details in start your trial it’ll send you an email it just quickly comes back with an unlock code which you enter in and you’re up and running you’re literally using the full-blown system all working all up and running in just a couple of minutes so go and do that I really recommend that you go and just take out a free trial and give it a go yourself there’s no obligation nothing to pay and simply give it a go really appreciate your time thanks a lot you


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