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AB Scheduler User Guide

Table of Contents

Introduction        2

Happy Scheduling!        2

ABScheduler Landing Page        3

Forgot Password        4

Settings        6

Locations        7

Templates        9

Technicians        11

Staff        12

Daily Scheduler        13

DRP/Fleet Relations        14

Insurance Companies & Insurance Reminders        15

Rental Car Companies        17

Schedule        18

A Day’s View        19

A Week’s View        20

Scheduling Jobs        21

Introduction

ABScheduler is a state-of-the-art auto body repair scheduler that allows repair shops to easily organize and schedule repair jobs and estimates.  Shops can also manage and schedule the number of hours technicians spend on a job.  Our software has been proven to increase productivity and organization.

This document will guide you through the initial setup of your ABScheduler Portal all the way through the completion of an appointment.  This resource is available to you and will be updated regularly as the application itself is updated.  

Happy Scheduling!

Sincerely,

The Team at Smart Planet Software


ABScheduler Landing Page

Welcome to ABScheduler!  When logging into the scheduler, you will be required to enter your email address and password.  

Your email address will be the email address provided by you or your employer.

Your password will be set by the administrator of your organization.  The password requirements include:

Forgot Password

ABScheduler allows for 5 login attempts before the user is locked out of the application.  The user will be locked out for 5 minutes before another attempt is allowed.  When you’re having trouble remembering your password you can click “Forgot your password?” and you will be directed to the following page:

Simply enter the email address associated with your ABScheduler login and click “Email Link”.  You will receive the following email:

When  you click on the “Reset your password” button you will be directed to the following page:

This is where you will enter your new password and click Reset.  It is important to save this information in your regularly used devices for future use.

Once your password has been reset there will be an option to proceed to the login page to log back into ABScheduler.

 

If your password change was successful you will be able to log in!

Settings

This section of the guide will assist you in setting up your ABScheduler portal.  The settings will be located under the “Actions” tab located in the upper right hand corner of the page.

Locations

The “Locations” setting will be used to add locations as your business grows!  If you have multiple locations already, you will add a separate location for each shop.  This allows you to manage each location separately.

Location Name: The name of your location given for identification purposes.

DBA: “Doing Business As” - This optional field is asking for the name your business is operating under if it differs from the registered business name.

Address: This will be the physical address of the location you are adding, not to be confused with the main headquarters if your company has multiple locations.

Web Address: The main website for the company or the location website if that differs from the corporate website.

Primary Email: This is the main email for your location, or the email that customers will use to get in touch with you.  These emails typically begin with “info@...”

Company Slogan: What’s your company’s catch phrase?  “Family Owned and Operated Since…” “Be On Time, Everytime.”  etc.

Business Form: Enter the form of your business.  Your options are Cooperative, Corporation, DBA, LLC, Partnership, S Corporation.

Federal ID Number: This is also known as your company’s EIN.

State ID Number: Also referred to as your State EIN, State Employer ID, or a State Tax

Registration.

License Number: This is your Motor Vehicle Repair Facility Registration license number.

Resale Number: If your company does resale of auto parts your state will require a Resale Certificate.  You will enter that number here.  If your company does not participate in resale then this field is not applicable.  

BAR: This is where you will enter your Bureau of Automotive Repair license number if applicable. 

Once all necessary fields are completed you will select “Save” and your location will be added to your portal allowing you to toggle between different locations and manage all of the settings and schedules of each one associated with your account.

Templates

The Templates settings will be used to send your customers customized notifications.  Depending on the selection made you’ll be able to send email or text reminders for estimate appointments, repair appointments, rental car reminders and more.  

To create a template you will need to give the template a name, i.e. “Confirmation of Appointment”.  You will also need to designate the type, i.e. Email, Estimate, Prepaint, Print, etc.  

To build the body of the message you will use a mixture of sentences and variables.  The variables are located on the right hand side of the page.  

To insert a variable simply select the desired variable and drag it to your message.  See below:

Once you have inserted your desired variables your message will look something like this:

These messages will be sent as soon as the appointment is scheduled so you will want to be sure that you do not have duplicate template types.    

Once you’ve completed the template,  you will need to decipher if the message will be Active or Inactive.  If the message is Active it will be processed as necessary, if the message is Inactive it will not be sent.  The status of the messages is indicated in the list of templates.  See below:

“True” means the template is active, “False” indicates the template is inactive.

Technicians

The Technicians setting is used to keep track of the total hours that need to be accounted for in the scheduler.  This includes body hours, mechanical hours, and paint hours.

The Average Labor Hours Produced means the number of hours the technician produces total each week.

The Hours to Add to Scheduler is the total that you would like to dedicate to body hours each week.  

The Weekly Hours to be Accounted For will be determined by your own knowledge of your business.  This total should take into consideration supplementals and additional jobs added throughout the week.  

Once you have determined your Weekly Hours to be Accounted For, the Daily Body Hours to Schedule Each Day will calculate the Weekly Hours divided by the total number of Work Days (see daily scheduler setting).

In this example the Hours to Add to Scheduler totals 125 hours.  The weekly hours to be accounted for is also 25.  This particular shop is open 5 days a week which makes the Daily Body Hours Each Day 25 (125 ÷ 5 = 25).

Staff

The Staff setting is where you will manage all staff members and their roles.  Each role has different levels of access to the portal.  It’s important to decipher which roles are relevant to which staff members.  The permissions of each role are as follows:

Administrator: This user has full access to all settings for every location as well as reporting and account details.  

General Manager: This user has full access to all settings for each location with exception to account payment information.

Receptionist: This user has access to schedule, modify, and cancel appointments in the schedule.  This user does not have access to settings.

Estimator: This user has the same access to the scheduler as the receptionist but is also allowed to be assigned as the estimator in an estimate appointment.

Daily Scheduler

The Daily Scheduler serves as a guide to help you schedule the necessary job sizes within the allotted hours of the work day.  You can set your work days using the “On/Off” feature to indicate how many days a week your shop is open.  This helps you stay within the Daily Body Hours Goal which is determined by your Daily Body Hours scheduled in the Technicians setting.  

When scheduling the number of jobs per day there are a few factors to take into consideration.  They are as follows:

  1. Remember - Everyday is Monday, everyday is Friday.
  2. What is your capacity on the number of vehicles painted per day?
  3. How many “Monday” drop offs are expected?
  4. You need a “mix” of small, medium, and large jobs to total your daily hours needed.

When the “Suggested Days to Repair” feature is turned on, you will see the hours expected to be produced per day per job, indicating the number of hours that should be spent on each job per day.  The Suggested Days to Repair in the scheduler will automatically calculate the total hours of the scheduled job divided by the hours per job set per day to provide the total days one repair job is expected to take.

For example: Using the data in the above image, if a large job is scheduled for 20 hours of repair, the Suggested Days to Repair will be 5 days.  

DRP/Fleet Relations

The DRP/Fleet Relations setting allows you to use your daily schedule to reserve hours for your Direct Repair Program.  These jobs will reflect as “Reserved” in Scheduler to ensure that those relationships are being tended to.  

The Number of Job Openings Each Day are the number of jobs you set for each job size per day in your Daily Scheduler.  

The Save for DRP entry will be the number of DRP jobs that you would like to reserve out of the number of job openings per day.  

For example, there are 3 Small Job Openings for Monday, and 2 of those jobs will be reserved for DRP.  That leaves 1 Small Job Opening unreserved.

*Note: The total number of jobs saved for DRP may not exceed the number of job openings in the Daily Scheduler for any sized job. 

Insurance Companies & Insurance Reminders

The Insurance Companies settings allows you easy access to your insurance company partners and their contact information.  

The insurance companies settings will connect to your Insurance Reminders to allow you to add task checklist items to keep track of the correspondence and responsibilities between your shop and the insurance company.  For example, here is a reminder to email the insurance contact when the job is completed.  There is another reminder to save the parts until a release is given.

To add an Insurance Company you will select “+ Add New Insurance Company” and simply add the name of the desired insurance company in the blank field.

Each insurance company is going to have standard requirements for their company.  The reminders allow you to keep track of those requirements based on the auto insurance your customer has.

To add an Insurance Reminder you will need to select the desired insurance company from the dropdown options.  

Then you will select “+ Add New Insurance Reminder”, type your reminder, and click “Save”.  You can add as many reminders as are necessary.  When you are scheduling a job and selecting an insurance company the Insurance Reminders will populate based on the company selected.  See page 28 for an example.

Rental Car Companies

The Rental Car Companies setting is where you will enter your rental car contact information so you can easily request rental cars for your customers.  It is important to note that you must have at least one rental car company added and one estimator role in order to save rental car information in Scheduler.  

To add a Rental Car Company you will select the “+Add” button next to the heading.  You will then enter the required information in the given fields and click “Save”:

Now your rental car companies are saved and you have easy access to your rental contacts!

Vacations

When scheduling a vacation your total hours to account for in the scheduler will be adjusted based on the vacation scheduled.  This ensures that your shop is working to its full capacity regardless of who is out of the office for planned time off.  When scheduling a vacation you will select “+ Add” which will bring you to the following page:

By selecting the technician that will be out of the office you will then automatically adjust the Daily Hours to Deduct which will be deducted from the “Hours to Add to Scheduler” in your Technicians settings.  Once the vacation is scheduled it will show up on your Event Calendar for a complete overview of the day.

Schedule

This section of the guide will detail each feature of the Schedule itself.    

A Day’s View

A single day in the schedule will look like the image below.  You will see each job size indicated for that day based on the data in your Daily Scheduler setting, as well as the Reserved slots you designated in your DRP/Fleet Relations setting.  Each week will be separated by the dark line to indicate the beginning of a new week.

At the bottom you will notice the day’s summary.

Total Body Hours: These hours are determined in the Technicians setting indicated by the “Daily Body Hours to Schedule Each Day”.

Available Hours: The total hours remaining when jobs are scheduled on that day.

Over Scheduled: If the jobs scheduled that day exceed the total body hours, this section will indicate the number of hours that were over scheduled.  See the image below:

Paint Hours: Simply the total number of hours dedicated to paint on that day.

Vehicle: Per your schedule, “In” is the number of vehicles that should be arriving that day, “Out” is the number of vehicles that should be leaving that day.

A Week’s View

When toggling between weeks you can use the forward and backward buttons on each side of the scheduler.  

These buttons allow you to adjust the scheduler in either direction by a single day.

These buttons allow you to adjust the scheduler in either direction by one week.  

Scheduling An Estimate

In order to schedule an estimate you will use the action bar located at the bottom of each day.  See image below:

The estimate window will appear on the page:

When scheduling an estimate the First and Last Name of the customer as well as the Model of their vehicle and the Date and Time of the estimate appointment are required fields.  Let’s take a closer look at the estimate options:

  1. Estimator: This section is where you will assign the estimator who will conduct the estimate appointment.
  2. First and Last Name: The first and last name of the customer is required.
  3. Make: The make of the vehicle is required.
  4. Date and Time: This section is required.
  5. Send Appointment Email to Estimator: You can email the estimate appointment information to the estimator when the appointment is confirmed.

When the estimate appointment is set it will be added to the scheduler.  See the image below:

Now the estimate appointment is scheduled.  In order to open the estimate appointment all you need to do is click!

If you need to change the date of the estimate appointment simply select the Date and change that to the desired reschedule date.  

Scheduling A Job

In this section we will discuss the ins and outs of scheduling a job from start to finish.  Each feature will be reviewed in detail and serves to provide users with comprehensive knowledge of how ABScheduler functions.  

The first step in scheduling a repair job is to determine what size the job will be.  Once determined you will simply click on the applicable size in the scheduler:

This will bring you to the following window

:

Let’s take a closer look:

  1. Job Status Bar: 
  1. Merge: You can merge the estimate information from your estimate software.  Currently compatible with CCC and Mitchell.
  2. Vehicle Here: This status will be selected when the vehicle arrives at the shop for the repair.
  3. Vehicle Delivered: This status will be selected when the customer receives their vehicle after the repair is completed.
  4. Reschedule: You can reschedule the repair job using this option.  The rescheduled job will be sent to the applicable date in the scheduler.
  5. Delete: If the repair job is canceled or no longer necessary in the scheduler you can delete the job using this option.
  1. Job Hours Indicator: Each category in this section is required.  If a section is not applicable you will enter 0.  This section calculates the number of hours the job is expected to take to complete.
  2. Suggested Days to Repair: The suggested days to repair will collect the total hours from the Job Hours Indicator and calculate the number of days based on the data entered into the Daily Scheduler setting.  This corresponds with the Suggested Out Date which will populate with the appropriate date from the “In Date” based on the Suggested Days to Repair.
  3. DRP Reminders: This is where you will find your Insurance Reminders.  This section will provide the reminders applicable to the customer’s insurance company.  
  4. Action Icons: These icons allow you to take additional actions for the appointment.  The descriptions are as follows:

 Rental Car

            Notes

       Additional RO

       Prepaint

       Mechanical

         Warranty Information

          Priority        

     Drop off/Tow In

The more information you enter into the appointment the more accurate your preparations for the upcoming appointment can be.

When an appointment has been scheduled it will appear in the scheduler.  See the image below:

 

Now that the job is scheduled the technician can review all of the details of the job at any time.  Simply click on the scheduled appointment to open the details.  See the image below:

  1. You will notice the Suggested Out Date automatically converts based on the Suggested Days to Repair.  
  2. Your Insurance Reminders are located within the job.

Add Additional Job

When selecting to “Add Additional Job” this means you are scheduling an appointment in addition to the total hours allotted for that day.  If the day is fully booked this will send your day into “Over Scheduled”.  If your team has the capacity that is at your discretion.  You will simply click “Add Additional Job” and schedule the job as normal.  See Scheduling A Job section for a walk-through.

Close the Day

When your workday is complete you will be able to “Close the Day” to indicate that that particular day has ended.  Simply Click “Close the Day”.  When the day is closed it will be indicated by a red bar.

Adjust Daily Hours

 If your shop has additional capacity for a particular day and you would like to expand the available hours for a single instance you can select “Adjust Daily Hours”.  When selected you will be able to adjust the allotted hours for that day.


You are now ready to schedule a job from start to finish!

Event Calendar

The Event calendar serves to provide an overview of the shop’s availability.  Any holiday, closed holiday, or vacation will be indicated and will automatically adjust your hours and schedule according to the events in this calendar. Below we see that a technician has taken a vacation day on the 25th and Thanksgiving Day is scheduled for the 26th.  

Scheduling a Calendar Event

Using the Event Calendar you will also be able to schedule a holiday, closed holiday, or vacation!  Simply select the day you wish to schedule the event for and double click the date.  You will then see this table:

  1. You will enter the name of the holiday (i.e. Martin Luther King Day)
  2. Your Store Location if the holiday is only applicable to one location.  If you leave the “Store” section blank this will be recorded for all store locations.
  3. Your User section allows you to select a specific user that scheduled the holiday.
  4. Your “Type” includes “Closed Holiday, Holiday, and Vacation

When you select a Recurrence you will be able to how often you would like for the event to occur.  See below:

Support

You will have access to a number of support resources as you use ABScheduler.  You can chat us, send an email, or give us a call!  

(269) 290-7518

support@smartplanetsoftware.com