- Welcome to Auto FrontDesk 2.0
- How To use This Help
- Video Tours
- Getting Started with Auto FrontDesk
- Usage Reference
- Frequently Asked Questions
- Product Support
Auto FrontDesk 2.0 Help
(c) 20024 ITEC Solutions Inc.
Welcome To Auto FrontDesk® 2.0!
Auto FrontDesk® 2.0 is an advanced auto repair management and operation system. Auto FrontDesk employs a refreshingly modern approach to auto repair management and operation, including AI, and will dramatically open up the potential of your business, boost its performance, reduce the cost of operation, and greatly enhance staff experience.
in the toolbar (top right corner)The video tour are particularly important as they provide a realistic visual product demo.
The following video tours provide comprehensive usage examples of the main features of Auto FrontDesk 2.0. We strongly recommend watching every video, in the order listed.
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Getting Started With Auto FrontDesk 2.0
To get you started with Auto FrontDesk 2.0, this section introduces its user interface, and then walks you through the steps towards your first access.
For details, please watch the First Time Usage video.
Auto FrontDesk 2.0 is a could-based application, and is easy to access from any location on any type of client machine.
To access cloud, you will use Remote Desktop Protocol (RDP), a small App present in all Windows PCs. If you are not using a Windows PC, then simply download a free copy of RDP from the internet. For example, if you are using an Apple Macintosh, simply download the free copy from the Apple App store. It's a fast download and will only take a few seconds.
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The next time you use RDP, simply click on its icon in the task bar, and it will connect you automatically.
Once connected to the cloud, Auto FrontDesk prompts you for your User Id and Password
IP Address, User Name, User Id and Passwords
The table below summarizes Address and password usage. Use the values we supply you!
| Item required | Required By |
| Ip Address, User Name,
Password (Required only for first access) |
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| User Id, Password |
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Setting Up Your Auto Repair Shop Defaults
Note: Please watch First Time Usage video for a detailed tour on this subject! The following is a quick summary.
Your first step, after accessing Auto FrontDesk for the first time, is to enter at least on staff (mechanic) in the Staff module
From the Ribbon menu choose Staff
This displays the Staff module. Enter at least Surname, First Name, Hourly Rate and Trade CN (if any)
Your next step is to setup the various default values for your auto repair shop.
From the Ribbon menu choose Settings
.
If prompted or an Administrative Password, enter your admin password (default 'admin')..
This displays the Settings dialogue window where you can enter your settings.
When you are not using Auto FrontDesk 2.0, we suggest that you sign out (exit the app) to free network connections and internal buffers.
To exit Auto FrontDesk 2.o Click File in the toolbar and choose Exit.
Alternatively, click the Close box in the top right corner. You can also switch user by clicking the current user name.
The Auto FrontDesk 2.0 user interface employs familiar point-click-drag-drop user interface common to all modern applications. It is made up of two major components:
Ribbon Toolbar
Modules, Windows and Dialogues
The Auto FrontDesk Ribbon Toolbar is your interface to the various modules. It is always displayed on the top of your screen. It has a number of control elements (mainly buttons). You can always find out what each control element does by hovering over it. The main buttons are those that show/hide the main modules (Repairs, Customers, Staff, etc.). The details of each module are described in the Modules, Windows and Dialogues section.
All modules have the same 'look-and-feel'. Every module enables you to add, modify, remove and view records. For example, clicking the Add button in the Repairs module adds a vehicle to be repaired. On the other hand, clicking the Add button in the Customers module adds a new customer.
When the Add or Modify are clicked the module enters an edit mode, and exposes Save, Cancel and Revert buttons.
Note:
Hover over any control to see its tool tip text.
Modules, Windows and Dialogues
There are eight modules. The main module is the Repairs module. You will be spending most your time in the Repairs module. The Repairs module is selected by default. You can show/hide modules simultaneously.
To show a module, simply
click on its icon in the toolbar
To hide the module, click on its
icon again, or click its 'X' close box in the upper right corner
The Repairs module is displayed by
default, or when you when you select Repairs
in
the toolbar. This is the key module, and the most used. It exposes your
entire auto repair shop in a time-line window where all vehicles that enter
your shop are shown, colour-coded to indicate status. Each vehicle is show
as a rectangle at specific time slot in the time-line window. The left panel
provides a calendar, and a summary of vehicle counts,
financials and payments.
Note: The Search field is extremely powerful! Just type any letters or numbers about absolutely anything you have entered in vehicle repair (year, make, model, VIN, milage, customer, customer reason, mechanic notes, labour items, parts items, etc.). Use it often!
See Vehicle Repair video for a detailed example
A Work Order describes the Labour to be performed on the vehicle, the Parts needed to do the labour, and Payments for labour and parts.
The Vehicle Identification Number (VIN) field holds the 17-degit VIN value. Once entered, the system instantly retrieves all pertinent VIN values (make, year, mode, etc.).
You can also use a smart phone as a VIN barcode scanner to read the VIN on the vehicle (typically on the door frame). For details, see the section Use Smart Phone as VIN Barcode Reader
Clicking the Add Labour or Add Part displays the Parts and Labour Codes dialogue where the user can select the labour and/or parts from countless built-in choices.
You can select the supplier for the part (recommended practice) by clicking the Supplier field in the Work Order and then double-clicking on the supplier name (NAPA in the example below). This takes you to the supplier website using Auto FrontDesk's embedded browser. You do not need to leaver Auto FrontDesk! The rest is easy! Simply drag-drop the part number and the price into the import fields and click Import.
See Vehicle Repair video for a detailed example
Auto FrontDesk 2.0 offers two types of inspection: General Inspections, and Safey Check Inspections. Adding an Inspection labour takes you to a form where you can enter the results of the corresponding inspection. Three steps are involved:
1. Choose Inspections from the Parts and Labour dialogue
All non-safety inspections are considered general inspections. The example below shows a Brake Inspection.
Safety Check inspections are designed to meet the current Government safety check regulations. They contain more fields, but follow the same usage steps. The example below shows a Standard Safety Certificate (SSC) inspection.
Every work order, until approved, is considered an Estimate. Once approved by the customer (explicitly or implicitly) it becomes an Invoice.
To show estimates, click Show Estimates in the Work Order window. You can get the customer to approve the estimates explicitly by signing them (recommended). Simply click Approve Estimates in the Estimates window to display the Signature Form where the customer can sign. Alternatively, you can also use a smart phone to scan a QR code that turns the phone into a signature pad where the customer can sign.
Once all labour and parts are closed (approved), the estimates become an invoice.
The Customers module is displayed
when you select Customers
in the toolbar. It enables you to manage (create, modify, report, delete)
customers.
Note: Customers are automatically created for you by the Repairs module when enter a customer name. Furthermore, you can also edit the customer in the work order.
The Staff module is displayed when
you select Staff
in the toolbar. It enables you to manage (create, modify, report, delete)
staff.
Note: The Access field enables you to
define what your staff will "see":
Note: There is an implicit 'Sublet' customer always present. Therefore, the 'sublet' name cannot be used as a customer name.
The Suppliers module is displayed
when you select Suppliers
in the toolbar. It enables you to manage (create, modify, report, delete)
suppliers. The suppliers are your source for auto parts, inventory and
possibly labour.
The Inventory module is displayed when
you select Inventory
in the toolbar. It enables you to manage (create, modify, report, delete)
inventory. Inventory can be your source for auto parts in your Work Orders. You
can populate your inventory with parts or items from suppliers.
Watch the Inventory video for a detailed example!
Note: You may choose not to keep inventory at all! On the other hand, you may choose to keep generic items common to most cars (spark plugs, batteries, etc.). At the other end of the spectrum, your shop may be strongly focused on selling 'its' auto parts, in which case you would probably want to have a wider range of inventories.
Clicking the Add button enables you to add inventories from suppliers, and takes you to the supplier website using Auto FrontDesk's embedded browser. Then, simply drag-drop the part number and the price into the import fields and click Import. You can also include he photo of the product your our importing into your inventory.
See Inventory video for a detailed example!
The Expenses module is displayed when
you select Expenses
in the toolbar. It enables you to manage (create, modify, report, delete)
expenses. You can enter expenses that your shop incurs in the course of its
operation. Auto FrontDesk 2.0 tracks wage expenses (for flat-rate staff) and
auto part expenses, and automatically insert expense records as you build your
work orders. The Recurring
feature enables you to define expense once, and Auto FrontDesk will
automatically re-insert these expenses periodically.
The Daily Report (or End Of
Day Report) is displayed when you select Daily Report
in the toolbar. It displays a concise summary of all work in your auto
repair shop for the day. The information is presented as a web page complete
with its Contents section. You can generate this report at any time of the
day, and we do of course suggest that you also always generate it at the end
of the day just before shop closing.
Note: You can actually also generate a Period Report for any period (e.g., entire month, quarter, year, etc.) which is identical in structure to this report, but covers an entire period. See System Reports for details.
Auto FrontDesk 2.0 has over 60 built-in reports covering just about every type of report you will ever need! Plus, you can add your own reports to get highly specialized reporting if you need to. All system reports are written using industry-standard Structured Query Language (SQL).
To run any system report, simply click the
Reports...
drop-down from the toolbar, and select the report. from the toolbar. Auto
FrontDesk then runs the report and displays it in its own embedded browser
(like all other reports). You can of course print, save and share (SMS,
Email and WhatsApp) any report. The example below shows the result of
running a typical report.
The Settings window is displayed when you select
Settings
in the toolbar. It displays a concise summary of all work in your auto
repair shop for the day. The information is presented as a web page complete
with its Contents section. You can generate this report at any time of the, and
we do of course suggest that you also always generate it at the end of the day
upon shop closing.
This displays the Settings window. The window is a Page Frame with the first Business page.
Business Settings
If not already selected, click the Business page. Enter your garage information in the various fields. Also enter your business logo. The figure below shows an example. Once done entering the information you can view how it will display by clicking the Preview button.
Security Settings
Click the Security page to display it. This page shows the default two-level (user and admin) password setting for module in the system. At this stage you can simply leave this page as is, and later return to it to force passwords onto specific modules. It specifically shows that all modules require no passwords. Yu can of course change this default setting.
Change User Password... displays the Change User Password dialogue so that you can change the user password.
Change Admin Password... displays the Changer Admin Password dialogue so you can change the administrative password.
Financial Settings
Click the Financial page to display it. This page shows the default currency setting options, as well as default hourly rate and other charges. The figure below shows an example. Enter the information that suits your garage.
Taxes Settings
Click the Taxes page to display it. This page allows you to define the taxes applicable to your locality. The example below shows the HST (Harmonized Sales Tax) definition used in the province of Ontario, Canada
View Settings
Click the View page to display it. This page shows the default (recommended) settings for the Repairs module. You will also be able to change these setting in the Repairs module itself.
Database Settings
Click the Database page to display it. This page shows you default (recommended) location of the Database folder. You can also view summary of the database, backup and restore the database. You will also be able to change the default database location if you must! You will not need to enter anything in this page
Show Summary... displays count summary of the various database files
Back up... allows you to back up the database. You can backup as often as you need (you should at least once a day). Each back up is stamped with the exact date and time (to the second) of when the backup was created, so that you can later restore from nay backup
Restore... allows you to restore the database from any backup.
Change DB Folder... enables you to change the default DB folder location.
Note: The default DB folder location is recommended.
Refresh Recall Codes... enables the system to refresh vehicle recall codes from the web.
Advanced Settings
Click the Advanced page to display it. Here you can setup your smart phone as a VIN barcode scanner, and also create specialized reports, as described below.
Use Smart Phone as VIN Barcode Scanner
This powerful and very useful feature is actually extremely easy to use, and will significantly ease the entry of VIN values into work orders, and of course remove all possibilities of VIN entry errors! In just a few seconds you can turn any smart phone into a VIN barcode scanner, and you only need to it once!
First, scan the QR code on the left-had-side to get
the App. This will download the app onto your smart phone.
Next, use the
App you downloaded to scan the QR code on the right-hand-side. This
configures the Ap with Auto FrontDesk 2.0 default.
That's it! Your smart phone now has the app. Simply click the App icon on the phone to run the App.
To use the smart phone VIN barcode scanner: In the Work Order window click the barcode symbol to display the Waiting to Scan VIN... dialogue. Then, simply use the smart phone to scan the VIN barcode (typically on the driver-side door panel) and press Click To Scan. This automatically transmits the VIN value from the smart phone to Auto FrontDesk and inserts it into the dialogue. Then click Copy VIN to Work Order.
You may never need to use this feature. However,
using it will open endless reporting possibilities! To use this feature,
click the SQL Reports
button. This displays the SQL Queries window
Example: Create your first query to "select year, make, model and VIN of all Toyota cars"
Here is the query, written in SQL:
select year,make,model,vin from bookings where make like "Toyota"
The figure below shows how to create, test-run and save the query to become a system report.
Of course, the query can be far more advanced than the simple example above, and can employ advanced functions and contain dialogues for getting input from user, selecting periods, etc.
Also, the Edit window actually enables you to view the structure of tables, and SQL commands, and built-in functions.
Note: SQL is widely popular, and there are very many articles and videos describing how to use it.
Yes! Software AS A Service (SAAS) is any could-based application that customers can access, from anywhere, typically from any device, for a monthly or yearly fee.
How Do I Get the Trial Version?
You can request a 7-day free trial license from our Free Trial Web Page. The trial version is a full version but with a time limit of 7 days. The request form is very simple. Once we receive your request we will send you an IP address and cloud and system passwords and you will be all set to use the trial version. We do recommend you watch the Video Tours before using Auto FrontDesk. See also the help section Your First Access.
How do I connect to Auto FrontDesk 2.0?
Once you become a licensed user (including trial users) you can easily connect to Auto FrontDesk 2.0. Please watch the First Time Usage video. Please also see the help section Your First Access.
Is there a yearly subscription option?
Yes! You can save 25% of the cost by purchasing a yearly subscription. Please see shop on our website for more information.
How many simultaneous users can the license support?
Every license supports up to two concurrent users. Technically, there is no limit on the number of simultaneous users per auto-repair shop. To support more cocurrent users you can purchase more subscriptions.
Do I need to create additional reports?
Generally, no! The built-in reports will satisfy all shops. You may eventually want to try out the Creating Specialized Reports feature, at least for curiosity! It will open up limitless reporting possibilities!
Can I only sell parts using Auto FrontDesk 2.0?
Yes! If you are running mainly an auto-parts store you can of course use Auto FrontDesk to only sell parts. In this case, when you sell a part, If you do not have a vehicle VIN for the car, enter the VIN value '0'. Then, proceed to enter the parts, and in the supplier field choose Inventory to get the parts you want to sell. Do not enter any labour, unless you need to. See the Inventory Module help section. Also Watch the Inventory and Vehicle Repair videos.
Can I also sell cars using Auto FrontDesk 2.0?
Auto FrontDesk 2.0 is not specifically designed to 'sell cars'. However, you can actually do that by first populating your inventory with the vehicles you wish to sell. Do this by adding new part codes each representing a vehicle (e.g., "2010 BMW 328XI"). Then 'sell' the vehicle as per the previous question. See figure below.
Should my shop keep inventory?
You do not necessarily need to keep auto parts inventory in your repair shop. However, some shops may decide to keep common inventory such as tires, batteries, filters, fluids, etc. Other more specialized shops my decide to keep more specialized inventory. It is up to you!
Support is free for licensed users, and is web-based. If you need support simply contact us with your support issue using our support page. We will reply via email ASAP.
Our product support is an extension of our commitment to quality and engineering excellence. If our product does not expressly perform as stated we will fix any issues in the shortest possible time, and will endeavour to at least inform you of a work-around within 48 hours. Visit our support page.
