As Technicians perform repairs, frequently they find issues that have nothing to do with the work they’re currently tasked with completing. For these situations Flyntlok now has a built-in feature to record these Machine Deficiencies and to use as follow-ups with the owners.
You can record a new Deficiency from a Machine’s dashboard or from a Work Order through the “Actions” menu. Once recorded, you can view them from the associated Machine’s dashboard or from the new “Machine Deficiency” data-view.
You can also edit any Deficiency from the data-view by clicking the field you want to change.
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Opportunity
Rental Managers requested model information on the Machine Moves Report to accommodate workflows where Machines of a certain Model are dispatched to a customer, but the exact Machine is not known until delivery is completed.
Solution
The "Machine Moves" report now has a “Model” column next to the “Machine” column that displays information about a Model on a Machine Move.
Opportunity
Salespeople have expressed the need to send notifications about part arrival to customers only when all parts have been received, not when only some of them are received.
Solution
If this feature is enabled, the notifications of the received parts for the Special Order customer are consolidated into one notification and only sent when all are received.
Admins can enable this feature by checking this option in Flyntlok Settings.
Opportunity
Service Managers requested notes on the "Service Requests" report to display the line breaks as they were originally typed into the "Service Request" field.
Solution
The "Service Requests" report now displays notes with proper line breaks as they were originally entered. This fix ensures that the notes retain their original structure and no longer appear as a single, unformatted line that might resemble a ransom note.
Opportunity
Service Managers have asked for more visibility into who is creating Work Order Estimates for customers.
Solution
We have added the name of the creator to the Estimate panel on the Work Order page, as well as to the PDF of the Estimate.
Opportunity
Service Managers have requested the ability to create Work Orders on the Job Service Scheduler.
Solution
Added an action “Create Work Order” that redirects users to the New Work Order page.
Opportunity
Rental Clerks wanted a quicker way to identify rental conflicts in detail. Previously, when looking for units to rent on a New Rental, conflicts appeared with minimal explanation as to the exact reason why the Machine may not be available for rent.
Solution
We have made enhancements to the way you view conflicts on this page.
The conflict status button now shows the basic reason instead of showing "Conflict":
Clicking on the button will reveal links to the exact conflicting Work Orders, Reservations, or Rental Contracts:
Additionally, we have added conflict indicators at the Model level so that you are able to quickly identify conflicts while Machines are in a collapsed view:
Opportunity
Managers requested to see the costs of sending a SMS Campaign before actually sending the Campaign Message.
Solution
Added an additional notice when preparing to send a CRM Campaign Message. If the message will reach more than 100 phone numbers, it will display the cost that would be charged for sending the message.
Additionally, when viewing the details of an already sent CRM Campaign Message, the user who sent it will be displayed there.
(Note that each SMS message that is sent or received costs USD$0.05. A large campaign can cost hundreds of dollars. Remember also that SMS campaigns are “opt in”, meaning the recipients are required to opt into receiving messages from you, and not simply have the ability to opt out. Your number could be blocked as spam by phone providers if you are not careful with your campaigns.)
Opportunity
Users reported difficulty distinguishing between multiple quotes and quickly identifying their details directly from the Lead Dashboard Timeline. They highlighted the need to see quote details for easier identification of quotes with different parts, models, and machines.
Solution
Added a hover feature to the hyperlink for sales quotes on the Lead Dashboard Timeline. When users hover over a hyperlink, key details such as status, customer, parts, models, and machines are displayed, allowing for quick and clear identification of the relevant quotes.
Opportunity
Salespeople requested the ability to assign the primary Contact of a Customer/Prospect at the time of creating a new Lead.
Solution
Added a checkbox next to each contact line on Lead creation, which can be selected to set it as the primary Contact.
Opportunity
Sales Managers have requested the ability to set an expected close date on leads so that they can better track salesperson performance.
Solution
Added the ability to set an expected close date for a lead during lead creation and on the Lead Dashboard; this can also be done in the mobile view. The All Leads Grid now has a column for “Expected Close” that Users can use to sort and filter their leads.
Opportunity
Managers requested the ability to export tasks to Excel.
Solution
An export button has been added to the Tasks view. This allows users to quickly and easily download their tasks in Excel format.
Complaint: Service Managers reported that when printing a Work Order Estimate containing a Flat Rate job, the parts were not being calculated into the subtotal of the Job.
Correction: Fixed.
Complaint: Rental Clerks noted that when reviewing Models on the New Rental page, some Models were showing as available for rent when they were actually called off on an existing Rental Contract.
Correction: Fixed. We are now correctly displaying “Called Off” conflicts when searching for rentable Models.
Complaint: Sales Managers noted that Assigned Users were not sortable on the All Leads grid.
Correction: Because CRM Leads can have multiple assignees, we did not initially support sorting on All Leads. We recently made another change to CRM Leads where the order in which an assignee is set is now maintained throughout, and so we have added sorting capability to All Leads, which will sort based on the first Assignee's name.
Complaint: Purchasers complained that when receiving emails notifying them of Machine Purchase Orders created from a Plan, the link to the Purchase Order was not working.
Correction: Fixed.
Complaint: Managers noted that they were sometimes unable to save a Price Matrix.
Correction: Fixed. Clearly there was a glitch in the Matrix.
Complaint: Managers reported that setting the primary salesperson was not being saved upon Customer creation.
Correction: Fixed.
Complaint: Technicians mentioned that when adjusting Parts quantities on Mobile Work Orders, sometimes it would end up generating Parts Orders with unexpected adjustment quantities.
Correction: Fixed a bug that allowed duplicate Parts to be requested on Mobile Work Order, resulting in incorrect quantity adjustments. Adding a duplicate Part should now increase the quantity of the existing one.
Complaint: Businesses using Flyntlok’s Shopify integration reported that some orders were not being ingested.
Correction: Fixed. The issue was occurring on orders where Flyntlok did not have a cost or MSRP on the item.
Complaint: Technicians reported that clicking “Print Worksheet” on a Work Order would sometimes not print all the jobs.
Correction: Fixed.
Complaint: Managers reported that Parts would sometimes not show up in search results. The issue occurred when editing a Part, which could cause other Parts with the same Vendor and part number to be unsearchable.
Correction: Fixed.
Complaint: Managers reported that Warranty Invoices didn’t show the job’s Complaint, Cause, and Correction on the PDF printout.
Correction: Fixed.
Complaint: Service Writers reported that files attached to Job Templates were not being added to Work Order Jobs made from those Templates during initial Work Order creation.
Correction: Fixed.
Complaint: Salespeople reported that when editing the “Public Message” on an Invoice, clicking spellcheck suggestions on Microsoft Edge would duplicate the entire message.
Correction: Fixed.
It should be noted that the 2024 Fantasy Football season has ended and Ivan, who has been in this country for less than 2 years is more of a soccer fan, trounced everyone and easily won. Our recent Harvard grad developer finished last. Wassy's ChatGPT assistant didn't help him much. It should be noted that Dylan had a great second half of the season (after being called out in earlier release notes) and finished a respectable 5th.
December 11th, 2024 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
We will start sending all of our Flyntlok customers a personalized report at the end of every month that will provide a comprehensive overview of your company's engagement with Flyntlok. This report will help identify opportunities for improvement and increase transparency. It will include the following information:
Admins will be able to set up the recipient email addresses for these reports on the new Account Settings page (more below).
The first scheduled delivery of this report will be on August 31. Be on the lookout!
Opportunity
Stihl has released a new major update to their integration, which provides better data about Stihl products.
Solution
We have upgraded our integration to the latest version offered by Stihl so that we can show the most up-to-date information possible. We have updated the widget on the machine dashboard to reflect the newest Stihl data; additionally, we have added the same information to the widget on the item dashboard.
Opportunity
Dealers who participate in the Bobcat Parts Trading Network have requested the ability to send a nightly CSV with part availability data to Bobcat automatically.
Solution
On a nightly basis, Flyntlok can now aggregate the required data into a CSV and send it to Bobcat. If you wish to enable this feature for your dealership, please contact your friendly Flyntlok consultant to discuss exactly which data you would like sent to Bobcat.
Opportunity
Managers have requested easy access to vendor information from the "Pending Actions" view.
Solution
Added a clickable link to the Item’s vendor at the end of each message on the "Pending Actions" view.
Opportunity
Service managers have requested easy access to the engine make field when creating a new machine on the Work Order Dashboard.
Solution
We have added the “Engine Make” field to the “Advanced” tab of the Work Order Dashboard's new Machine form.
Opportunity
Service Managers have requested the ability to notify multiple users when a Service Request is approved or rejected.
Solution
Added an “Additional Users To Notify” field to the Service Request creation form that allows you to select users to notify. Service Managers can also edit this list when approving or rejecting a Service Request.
Opportunity
Service Managers have requested the ability to provide the reason a Service Request was approved or rejected.
Solution
Added a “Note” field to the form for Approval or Rejection of the Service Request.
This note is shown on any notifications sent when approving or rejecting the Service Request.
Opportunity
Service Managers requested an indicator for whether or not a Customer has credit cards on file when creating and viewing Work Orders.
Solution
A credit card icon will appear on the New Work Order form and the Work Order Dashboard if a Customer has any cards on file.
Opportunity
Service Managers have requested the ability to create a scheduled task through existing Work Orders.
Solution
We have added an action to the Work Order “Actions” menu to create a scheduled task from the existing work order.
Opportunity
Service Departments reported that Machine warnings on Work Orders were obstructing some forms, hindering technicians.
Solution
We have made the Machine Warnings dismissible and added a warning indicator to the header of the Work Order Dashboard. When you hover over the badge, it displays the same warnings, ensuring that the interface remains clear and functional while still providing easy access to those important warnings.
Opportunity
Salespeople asked for the Item Number 2 to be visible on Part lines on Sales Orders and on Sales Order printouts. Item Number 2 is an additional internal part number used for reference purposes.
Solution
Added a setting to display Item Number 2 on the Point of Sale and on the Sales Order printout.
To enable the feature follow these steps:
Opportunity
Managers have requested the ability to limit which users can modify Invoice settings from the Point of Sale.
Solution
A new permission has been added around the “Settings” button on the Invoice page. Administrators can configure this permission by navigating to the Access Control page. The new permission is named “Enable POS Settings” under the Point of Sale section.
Opportunity
It has been requested that Reversed and Deleted multi-pay Sales Orders remove the payment lines generated on the other linked Sales Orders.
Solution
We have added functionality that reverses invoices paid on a multi-pay invoice if the latter is reversed. Additionally, deleting a line on a multi-pay invoice or deleting the invoice entirely will remove the payment line from any invoices previously paid on the multi-pay invoice.
Opportunity
Sales and Service Users have requested the ability to quickly view if their Customer Contact prefers to be contacted via SMS. This improves communication with Customers by reducing the potential of accidentally reaching out to them using the wrong method of contact.
Solution
New indicators have been added if a selected contact has "SMS Notify" enabled. On the Work Order Dashboard, it will show up next to the Contact's phone number with a "Text Allowed" indicator. On Sales Order pages, it will appear as a badge in the bottom right.
Opportunity
Managers have requested the ability to prevent automatic dismissal of the “Customer Note” popup that is on Customer Dashboard, Sales Order, Work Order Dashboard, and Rental Dashboard.
Solution
Added a setting to prevent automatic dismissal of the customer notes.
To enable the feature follow these steps:
Opportunity
Managers have requested the ability to make a reason for creating a customer a required field.
Solution
We have added a setting that will make the reason for creating a customer a required field.
To enable the feature follow these steps:
Opportunity
Rental Managers have requested the ability to know when a Customer has exceeded their Account Credit Limit before creating a new Rental Contract.
Solution
We have implemented warnings on Rental Creation that will show when a Customer's Account is over their credit limit.
Opportunity
Managers requested the ability to indicate when a machine has been stolen.
Solution
You can now indicate a Machine has been stolen from the Machine Dashboard by selecting "Report Stolen" from the Actions menu. If you recover a Machine that was stolen, select "Report Recovered" from the Actions menu. Additionally, there is a red warning banner across the top of the page for Machines that have been reported stolen.
Opportunity
Parts Managers requested that the Manufacturer Part Number be displayed on the Parts Purchase Order printout.
Solution
Added a new setting to display the Manufacturer Part Number on the Parts Purchase Order printout.
To enable the feature follow these steps:
Complaint: Parts Managers mentioned that sometimes when loading Item Dashboards for John Deere parts, the additional information pulled from John Deere would not load.
Correction: Fixed.
Complaint: Service Managers pointed out that the layout on the Job Level Service Scheduler was not being saved.
Correction: Fixed.
Complaint: Purchasers using MRP noted that attached Drawings on Parts were not being included when emailing a Purchase Order.
Correction: Fixed.
Complaint: Service Managers noted that editing and saving a Work Order on an iPad would sometimes cause an invalid date format error on correct dates.
Correction: Fixed.
Complaint: Sales Managers reported that invoices marked as paid in QuickBooks Online were not reflecting as unpaid after direct changes were made to the QuickBooks Online data.
Correction: Fixed.
Complaint: Managers pointed out that machines that were created through the “New Machine” page were not being created with the correct model.
Correction: Fixed.
Complaint: Technicians reported that when uploading files on the Work Order Dashboard they were receiving an “Upload Failed” error.
Correction: We have added a notification when files queued to be upload are over the total file size limit.
Complaint: Service Managers reported that SMS conversations with only outbound messages were not showing in the Activity tab on Work Orders.
Correction: Fixed.
Complaint: Service Managers reported an issue with the "Display Detailed Subtotal Breakdown on Report" setting. When this setting was enabled, labor subtotals on Invoices and Quotes for Work Orders were not calculated correctly if the Work Order included Jobs billed by hours.
Correction: Fixed
Complaint: Managers reported that when the user preference for opening a search in a new tab was enabled, the old search query persisted in the search bar on the original tab.
Correction: Fixed
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Sales Managers have expressed the need to improve the handling of high-volume quantity of Machines→Models association at the Point of Sale.
An option has been made available for all Flyntlok users to perform the association of multiple machines with their respective model lines in a single action. This should improve the sales process, reducing the time and effort required for Machine to Model associations.
To do a bulk Machines→Models association click on the 
“Associate” button on one of the Model lines to open a modal window for Machine association.
Then, once the Associate window is open, you have the option of either clicking on the “Single” or “Multiple” tab. If you click on the "Multiple" tab, you can then select the Machines that you want to associate to the specific Model. This tab will also include the Models Total Quantity as well as the number of Models that have been associated. You can also set the Salesperson. Click the “Associate Machines” button and all selected Machines will associate.
Opportunity: Salespeople have requested the ability edit additional fields when creating a machine from a trade-in, including Description, Hours, and Mileage.
Solution: The machine trade-in form has been updated to include the Description, Hours, and Mileage fields. With these, salespeople can input these details directly from the Sales Order. This will save them time as it eliminates the need to navigate to the machine’s dashboard then edit the machine.
Opportunity: Salespeople have requested that the Sales Order “Thermal Receipt” have the option to display line-level discounts. This option is already available on the full-page-print version of the Sales Order.
Solution: The Sales Order “Thermal Receipt” layout has been updated to include line-level discounts (percentage and dollar discount from list). The existing flag “Show per Item Discount on Sales Order” in Flyntlok Settings will now apply to thermal receipts as well.
Volvo dealerships have requested the ability to track telematics data on their machines in order to use it in sales, rental, and service workflows. Volvo will send out positioning and utilization data about every Volvo machine a dealership owns on a daily basis at a time chosen by the dealership.
Flyntlok will ingest Volvo’s daily telematics updates for a dealership that is interested in receiving this data. The interface maps the telematics data using a machine’s VIN as a reference. The dealership will need to ensure that all Volvo VIN’s are accurate and up-to-date in Flyntlok.
The updated latitude, longitude, and machine hours data will be visible on the machine dashboard as illustrated below.
If you are interested in this feature, please work with your friendly Flyntlok Consultant to get this interface setup with Volvo.
Opportunity: Fleet Managers have requested the ability to track machine hours down to the decimal, providing more accuracy when logging a machine’s utilization.
Solution: We have updated machines to support a decimal place when inputting hours. This change brings Machine Hours in line with Machine Miles, with both now able to capture a decimal place.
Machine Dashboard Warning Note
Opportunity: Flyntlok users have requested the ability to display a warning on the Machine Dashboard, similar to the warnings on Customer Dashboard.
Solution: The Machine Dashboard has been updated to display Warning Notes, which can be added by editing the machine. After adding the warning note, any future visit to that machine’s dashboard will show a popup at the top of the screen presenting the entered note.
Salespeople and managers have requested the ability to send Work Order Estimate Approval links via SMS, in addition to the already existing email functionality. This would make the estimate approval process more accessible for the customers of our dealers.
A new “SMS Request” option has been made under the Estimate’s “Actions” button in the Work Order Dashboard. The original “Send Request” button has been re-named “Email Request” to differentiate it from this option.
When users select the SMS Request option, they can search for contacts tied to the Work Order’s customer by name or phone number, and select contacts to send the estimate approval link to. Customers will be sent a text message from Flyntlok with a link that leads to the approval page.
Once a request has been sent via either SMS or email, a green paper plane icon will appear next to the estimate date to indicate that it has been sent to the customer.
Service Managers have asked for the ability to attach files and jobs at the point of creating a Service Request. Additionally, there was a request to keep users informed about the status of Service Requests, including their creation, approval, and rejection.
Service Requests now include options to add predefined job templates and display any mandatory jobs, if applicable. These templates will be applied to the Work Order once the Service Request receives approval.
We have introduced a File Upload Capability, allowing users to attach files directly to their Service Requests. The attached files will automatically be associated with the corresponding Work Order post-approval.
Enhanced notifications will ensure that Service Managers receive alerts when a Service Request is initiated. Automated notifications will also update requesters about the approval or rejection of their requests.
Opportunity: Service Managers have requested the ability to see a Work Order’s location in the Jobs table when scheduling jobs from the Jobs Service Scheduler.
Solution: A new column has been added to the Jobs table displaying the Work Order’s location.
Opportunity: Service Managers requested the ability to use Work Order Job templates from the Work Order Mobile page.
Solution: When adding a job to a Work Order on the mobile view, there is a new field where a job template can be selected. Choosing a job template from here will work just like the desktop version of a Work Order and appropriate fields will be filled based on the selected template.
Opportunity: Service Techs and Service Managers have requested the ability to view “Configured Attachments” on machines when viewing the machine on a Work Order.
Solution: Work Order Dashboard has been updated to show a list of attached machines when selected.
Opportunity: Service and Parts Managers have requested more flexibility when setting up automated status-change rules on Work Orders. For example, while Flyntlok currently has a feature in place that can update a Work Order status when an Estimate has been signed, it would be useful if the Work Order could be placed into a specific status based on whether that signed estimate was fully approved or rejected.
Solution: Several new "Event Rules" have been added to our status-automation feature for when these events occur in Flyntlok:
Contact a consultant to have these new rules configured for your environment.
Opportunity: Service Managers have expressed confusion about the ability to add “Inactive Parts” to Work Order Job Templates.
Solution: We have updated the Work Order Job Templates editor page. Inactive parts will be excluded when editing the parts list. Additionally, any parts that were made inactive that already exist on job templates will now show an indicator that the part is currently inactive.
Opportunity: Salespeople have requested the ability to see “Internal Notes” as well as the “Expected Revenue” for a Lead from the “All Leads” view. Previously, these fields could only be viewed after clicking into a Lead.
Solution: The “All Leads” view has been updated to display both Expected Revenue and Internal Notes from the lead. With these columns, salespeople can now enhance their searching, sorting, and filtering. For example, these can be used to search for specific notes or to sort by the most valuable leads. Additionally, salespeople will see more information at a glance when reviewing all their leads.
Opportunity: Salespeople have requested links to Machines and Models from the Leads table.
Solution: Machines/Models that are displayed on the Leads table now have links back to the actual Machine or Model.
Opportunity: Inventory Managers have requested that Flyntlok display more details on the line items within the kit configuration.
Solution: The kit configuration has been updated to display the cost and list for each item, and now has links to the item’s details (whether Items or Models).
Opportunity: Purchasers have requested the ability to specify a location for their Purchase Plans when creating a purchase from the Item Dashboard.
Solution: We have updated the Order Item modal to support a location selection. Purchasers can now choose a location for their Purchase Plan at the time of creation.
Opportunity: Managers have requested the ability to limit which users can submit Machine Purchase Orders for approval.
Solution: A new permission has been added to allow/restrict the submission of Machine Purchase Orders. Administrators can configure this by navigating to the Access Control page, the new permission is named “Submit for Approval” under the Machine Purchase Order section.
Opportunity: Managers have requested the ability to limit which users can manage/use stored credit cards on a customer.
Solution: Two new permissions have been added around saved credit cards. The first permission allows viewing/adding saved credit cards on a customer via the Customer Dashboard. The second permission allows the actual use of saved credit cards at the point of sale. Administrators can configure these permissions by navigating to the Access Control page, the new permissions are named “Manage Saved Credit Cards” and “Use Saved Credit Cards” under the Customer section.
Opportunity: Flyntlok users have requested the ability to edit or delete Customer Notes that were added to a customer on the Customer Dashboard.
Solution: The Customer Dashboard has been updated with an edit and delete function for notes added. Edits and deletions are visible in the customer's logs.
#49700
Complaint: Salespeople noticed the indicator that a part had been superseded was not shown when they searched for some superseded parts.
Cause/Correction: We’ve updated the supersession indicator in the Parts Searcher to properly display when a part is superseded.
#50670
Complaint: Service Managers noticed that when processing a Work Order Job, rejected Parts Request quotes would still attempt to pull parts from inventory.
Cause/Correction: Inventory will not be pulled for Rejected Parts Request quotes.
#50838
Complaint: Our customers noticed the status column on the Quick Search page was always empty for machines that were on rent.
Cause/Correction: We’ve updated the Quick Search page to properly display the “Rented” status along with a link to the Rental Contract.
#51131
Complaint: Receivers reported that customers were being notified that their special order had been received despite not being warned ahead of time that a notification was going to go out.
Cause/Correction: We have updated the parts receiving workflow to properly display the existing Customer Notification indicator.
#51303
Complaint: Salespeople noticed that the automated “Opt Out” text message would be sent repeatedly while messaging a customer via SMS.
Cause/Correction: We have updated the SMS service to properly identify if a customer had been sent the automated “Opt Out” text message before. If a customer has received this text, they should no longer receive the automated messages.
April 10th, 2024 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
