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ROtracker Admin panels Panel Functions K.I.S.S? Production Manager Daily Production Manager Panel Daily mode shows all open R.O.s grouped by File Handler, Body Tech or Paint Tech Edit mode allows you to quickly edit fields that are not tied in with your estimating system Easily find R.O.s that are not assigned to a File Handler or technician Quickly click through to the Detail Panel for any R.O. Special category for R.O.s awaiting final supplement payment Create a New R.O. Print the daily Production Report Automatically creates new R.O.s on your Web site as soon as you convert an estimate to a job using CCC Pathways Email and PDA Updates are automatically sent to customers who have requested them every time you update their status, special order parts status or change the customer message Alerts displayed if a vehicle is not delivered on time or an anticipated in-facility date is passed The entire system is based on an industry-standard MS SQL database - you have 100% access to your data using Microsoft Access Repair Order Detail Repair Order Detail Panel Automatically captures information from the CCC Pathways Estimating System when you convert an estimate to a job or make changes to a job Search for R.O.s based on the R.O. Number, Insurance Claim Number, License Number, VIN, or owner's last name If your search criterion locates more than one match, an easy-to-use panel shows all matches with matching fields highlighted Limit your standard search to Open R.O.s or to Delivered R.O.s Create a New R.O. Track information about the repair order, file handler, technicians, dates, vehicle owner, vehicle information, insurance information, and marketing resources Easily upload pictures for future internal reference or to be displayed on the customer's progress panel Easily add Up-selling information to any R.O. View all ROtracker Communicator messages related to the R.O. Several convenient Note Controls provided Advanced R.O. Finder Repair Order Records are stored in a MS SQL database forever Any Repair Order can be recalled in less than one second Reports can be created based on a wide variety of criteria All Advanced Finder results are easily exportable to popular applications such as Microsoft Office (Excel, Access, Word...) Search your entire database or for any valid date range Produce historical data for any file handler or technician Wild character searched supported Communicator ROtracker Communicator allows internal communications that is automatically related to an R.O. Customers can send messages from the customer-tracking screen to their File Handler All Communicator messages relating to an R.O. are viewable on the R.O. Detail panel Alert Pop-Up window remains available on your desktop, altering you as soon as a mew Communicator message is received Communicator is managed internally so it is secure Calendar The calendar is automatically integrated with the R.O. database User-selectable, color coded views include Pending In-facility dates, anticipated delivery dates, Vehicle In-facility dates, Supplement approved dates, and actual delivery dates Calendar navigation and data inclusion modifications are a snap User-selectable mode allows you to display all R.O.s or only the R.O.s assigned to you Newsletter Integrated Newsletter Management System is fully automatic Newsletter manager is can-spam compliant - offering list members a variety or methods to easily discontinue the mailing list at any time Email list database is viewable an editable by system administrators and file handlers Customers and associates 'opt-in' on your home or contact page - they can also remove their name by preceding their email address with 'un:' in the join control The date-time stamp and I.P. are collected when a customer joins the email list The Newsletter emailer allows you to send an email to one person, several people or your email list Your Newsletter automatically uses a special template that contains your logo and instructions about unsubscribing from the list Fields are provided to allow you to run a promotional contest using your email database Special safety feature makes sure that you are ready before broadcasting a newsletter to your entire email list You can easily manually add and remove names from your email list at any time Reports ROtracker Reports are custom designed to meet your needs when we build your Web site All data presented on a report is also immediately available to copy & paste to most Microsoft Office programs We can design reports to match the forms that you used before going on-line Contacts ROtracker's comprehensive Contacts Manager replaces and updates the Rol-O-Dex files scattered around your shop Intuitive lookup feature allows you to type the first few letters of the contact that you are looking for and retrieve matching records Information can be moved to Microsoft Office products to be used in mail-merge letters Adding new contacts is a snap - any employee can do it Editing existing contacts as simple The Contacts database is integrated to include referring dealers and insurance adjusters - add insurance adjusters to the contacts database and it is ready to be used in managing R.O.s My Account Each user has complete control over a wide variety of features Easily change your password at any time Update your direct phone, mobile phone and email address for display on the Web site Select to have Communicator messages forwarded to your email address Select whether to launch the Communicator alert window Turn help panels on while you are learning to use ROtracker, and off when you are ready Select whether to show Excel and other Office export tables on searches and reports Set default selections for several controls such as the Production Manager, the Calendar and the Search systems Web Store ROtracker Administrators use this panel to manage the integrated Web store Manage the 'excitement profile' system Manage the store's products database Manage check, payment, shipping and sales tax procedures The ROtracker Web store is a tightly integrated version of CyberWiz's SnapCART.NET eCommerce Web store Staff Accounts ROtracker administrators use this panel to manage the User Accounts of any employee Administrators have access to all of the same fields contained on the My Account panel for all users Employee Prospects If you are using ROtracker's Staff Magnet, this panel allows you to manage all aspects of the Employee Prospects system Prospective employees are encouraged to self-initiate a prospective employee profile on your Web site Prospective employees use their email address and a self-managed password to make changes to or delete their profile at any time Administrators use the Employee Prospects panel to see who has taken the time to tell you about themselves when a position comes available, often streamlining the hiring process Administrators have full editing capability for all Employee Prospects Appointments If you are using ROtracker's Appointments Manager, this panel allows you to manage all aspects of the appointments system The appointments manager is real-time integrated with your internal scheduling system so customers can depend on the information The appointments manager can be used to increase detailing and paintless dent repair profits Support ROtracker is fully supported by Steven Rush, the programmer who developed it You select the level of support required from free email support for bugs to retainer-based support with mobile phone access to Steven Rush The Production Manager screen is laid out to be easy to use. In the daily mode you can quickly update the status, special order parts status, customer message, and anticipated in-facility/ anticipated delivery dates for all R.O.s on one color coded, easy to understand screen. Colored bars change to dark green to highlight R.O.s that have an anticipated in-facility or anticipated delivery date today or tomorrow. Bands change to red when an anticipated in-facility date or anticipated delivery date has been passed. R.O.s can be sorted by File Handler, Body Tech or Paint Tech - with a special category for R.O.s that are unassigned or where the R.O. is complete and you are simply waiting for the final supplement payment so you can close the file, ROtracker keeps all of your information available in less than on second forever. You are able to perform advanced wild character as well as easy-to-understand formatted searches for any range of dates at any time. All information is exportable to the Microsoft Office family of programs using only 2 keystrokes. Since ROtracker uses the industry standard MS SQL database server to maintain all data, you can also access and manipulate all of your data in any manner that you discover may be beneficial at any time. The popular Microsoft Access database manager provides a user-friendly, robust user-interface to all of your data. Since ROtracker was designed in 2004 using SQL, the data structure is very user-friendly and easy to understand. The ROtracker Calendar system allows you to see bottlenecks and open periods intuitively at any time. Checkboxes on the control bar allow you to select what dates to show. Include color-coded information about anticipated in-facility dates, anticipated delivery dates, actual delivery dates, supplement approval dates and actual in-facility dates. You can also show all open R.O.s or only those R.O.s that you are working on. The ROtracker Contacts manager is really a robust marketing information manager. It is designed to replace all of those Rol-O-Dex filers scattered around the office, but it is also the main repository for information about the referring dealers and insurance adjusters who are the backbone of your business. The Contacts manager is designed to be easy to use; lookup a contact in seconds, add a new contact or edit an existing contact. You will never use a Rol-O-Dex again! The ROtracker Communicator is an integrated internal email system that automatically attaches messages to an R.O. as you chat with the customer, the insurance adjuster or other staff members. All Communicator messages related to an R.O. can be viewed on the Detail Panel for that R.O. A convenient pop-up window lets you know the minute a new message is received making it faster than email - and there are no viruses or spam because it is internal.