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!
Opportunity
Salespeople have requested more effective filtering in the SMS Inbox to help them better respond to Customers in a timely fashion. Additionally, they requested more information be shown about a conversation to help them understand what a Customer may be asking about.
Solution
First, we have split what was previously the "CRM Hub" into 2 pages: the SMS Inbox and Campaigns. You can find both in the CRM section of the sidebar as “SMS Inbox (CRM Hub)” and “Campaigns (CRM Hub).”
In the SMS Inbox, open the updated Filters section and you’ll find several new options to narrow down what conversations you’re viewing. Filters within the new “Sent message about'' section allows you to find conversations with messages sent from elsewhere in Flyntlok. For example, "Campaign" lets you find conversations containing messages from a specific campaign and "Customer" lets you find conversations with messages sent from a specific customer’s dashboard. Invoice, Lead, Rental Contract, and Work Order allow you to only see conversations with messages sent from any of the indicated pages.
We’ve also added 4 more general filters to help limit the number of Conversations shown to you:
SMS messages sent from the following pages will now be marked in a conversation to provide a better idea of what that conversation is about:
You can click the link to view the page that message was sent from.
Opportunity
Salespeople have expressed interest in being able to see more data associated with a phone number when a new call comes in, which will allow them to have more context upfront before they decide on a course of action.
Solution
We have extended the capability of our integration with the RingCentral desktop application. We have an updated URL that will support the ‘name’ parameter, and can be entered into RingCentral’s settings under the ‘Manage external apps or URLs for incoming calls’ section. The new URL is - “https://flyntlok.com/ajax/phoneCall?phone=%E&name=%N”. Now when a phone call comes in, a new tab will open in Flyntlok that will display a dashboard with centralized information about any leads or customers associated with that phone number.
The “New Call” page will show the phone number and name of the caller at the top of the page as passed on from RingCentral. If a phone number has been associated with any customer in the past, the most recent actions related to the customer will show up in the Associated Customer Card, along with a link to the Customer Dashboard. If more than one customer is associated with this phone number, information about those other customers will be shown in a collapsible list below the primary Customer Card. Leads associated with the phone number will also show up in a similar manner.
Users will be able to choose to open any of the customers or leads associated with the phone number to continue working with the existing item, or they can create a new lead by clicking on the “Create New Lead” button at the top of the page.
The Incoming Call Page after expanding the collapsible data elements.
Opportunity: Sales Managers have requested the ability to attach images to CRM Campaigns. Including a photo or file with a Campaign would increase the attractiveness of a message and could result in a higher conversion rate for potential sales.
Solution: We have updated CRM Campaigns to support file attachments. Users can attach a file when creating or editing a Campaign. A full preview of the text and attachment can be reviewed before and after sending.
Opportunity
Salespeople have expressed a need to request signatures from customers on a Sales Order via email, which would simplify their signature gathering process.
Solution
Salespeople now have the ability to send signature requests via email from the Point of Sale. Click the Request Signature button and fill out your customer’s information to get started.
You can view previously signed versions of an Invoice by clicking “View Collected Signatures” in the Details section.
Signatures collected manually and via a card machine will now also save a signed copy of the invoice that can be viewed here.
Opportunity: Receiving Clerks and Parts Managers have requested the ability to limit the amount of labels that were being generated on Receiving Voucher label printing. For parts departments who, for example, use bins instead of individually labeling each part, reducing the number of labels would save costs and paper waste.
Solution: We have added a button to the Receiving Voucher page called "Print Stocking Label for Each Item". This will generate one label per item, regardless of its received quantity. Additionally, you now have the option to exclude Special Order item labels from being printed.
Opportunity: Managers have requested the need to restrict editing of accounting fields when editing or creating items.
Solution: We have updated the Item Dashboard to lock editing based on a new permission. Admins can find this new permission in Access Controls -> Inventory -> Item Editing. This will toggle editing on Item Income, Expense, and Asset Account fields.
Opportunity: Managers using the recently-released Machine Warning Note feature have requested that this note be visible on Work Order pages.
Solution: We have updated the Work Order Dashboard and Work Order creation to display this note when the machine is selected.
Opportunity: Service Managers have stated the need to undo a job Approval or Rejection. Previously, a user could only change an Approved job to Rejected, or vice versa.
Solution: We have added additional actions to Work Order Dashboard Jobs. If the job has been previously Approved or Rejected, the status can now be cleared.
Opportunity: Rental Managers have requested the need to quickly view invoices that were returned against a previous Rental Contract invoice. This would help them reduce the possibility of the costly mistake of missing a billing period for a customer if a return was not immediately visible.
Solution: We have updated Rental Dashboard to clearly display when a returned Invoice is recognized against a previously billed contract. The returned invoice will be shown underneath the original Sales Invoice.
Opportunity: Rental Managers have requested to have more specific billing information at-a-glance when reviewing Rental Contracts to be billed. We previously only showed Next Bill and Last Bill dates.
Solution: We have added two new columns: Next Billing Period and Last Bill Invoice. Next Billing Period will show the billing period of the next upcoming billing cycle for each Rental Contract. The Last Bill Invoice column is a link to the most recently generated Invoice for each Rental Contract.
Complaint: Purchasing Managers mentioned that when using MPO Vouchers and reviewing machines to allocate to Sales Orders, sometimes a line would show as having available Sales Orders to associate when there were actually none available.
Cause/Correction: Fixed. Additionally, all MPO Voucher users should now have been moved over to the latest version of Machine Allocation.
Complaint: Technicians using the Work Order Parts Request feature noted that the Parts Searcher was not pulling in all available parts, and displaying incorrect item identifiers.
Cause/Correction: We have made several updates to this feature: the Parts Searcher should now be searching the complete parts catalog, and the parts displayed should now be showing its proper item numbers. We have also made improvements to the layout.
Complaint: Rental users in multi-location dealerships mentioned that when searching for machines to rent, they would notice some "Available Machines" incorrectly marked as “Conflict” status.
Cause/Correction: We have updated the Rental Searcher to correctly display availability for multi-location dealerships.
Complaint: Accountants using QuickBooks Online stated that loading Payments into Flyntlok was taking a lot more time than usual, and would sometimes fail after an extended period of time.
Cause/Correction: We identified that this was caused by attempting to load in a large number of payments. We have made significant improvements to this functionality to handle larger loads.
Complaint: Rental users who bill by the hour noticed that the start and end times they would enter into the New Rental page would sometimes carry over the wrong date and duration to the Rental Contract.
Cause/Correction: Fixed.
Complaint: Rental Managers mentioned that when invoicing a rental for a machine configured with attachments, its attachments were not showing on the invoice.
Cause/Correction: Fixed.
Complaint: Purchasing Managers noted that when a machine is received on a voucher, and the voucher is then canceled, some of the machine data from the canceled voucher remained on the machine.
Cause/Correction: We now clear the serial number, vendor PO associations, and date received of machines on a canceled voucher.
April 24th, 2024 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
