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.
Click the triangle on the left end of the row to show comments and attached images.
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!
Flyntlok offices will be closed on Labor Day, Monday, September 2. We will respond to any help requests when our offices re-open on Tuesday, Sept 3 at 8am ET. We hope all of our customers are able to find at least a little time to rest after a long, busy summer season.
Opportunity
Managers have expressed interest in being able to administer their company’s account information and settings, and in having a place to view and keep track of past and current invoices from Flyntlok.
Solution
We have created an Account Settings page that is accessible for Administrators from the Admin Settings dropdown on the top Navbar. Simply hover over the wrench to navigate to Flyntlok > Account Settings.
The Account Settings page currently has three subpages: Account Information, Payment Information, and Payment History.
The Account Information subpage shows the data Flyntlok has on any business locations including addresses, hours of operation, and time zone. Administrators will be able to edit any of those fields by clicking on the edit icon at the top right of the card.
The Payment Information subpage contains the Billing Address and Payment Methods fields. Administrators can edit the default billing address and add payment methods for billing purposes. Click the edit icon on the top right of the Billing Address field to edit the Billing Address, and click the plus icon on the top right of the Payment Methods section to enter a new payment method.
To set a specific payment method as default, users can click on the circle icon on the top right corner of a payment method card. Click the trash icon next to it to delete a payment method instead.
The Payment History subpage displays the next invoice date, number of active billable users a company has, and the current amount due, as well as all current and past invoices and their statuses. Users can click on any past invoice link to view it as a pdf.
Opportunity
Rental Managers often manage their fleets based on the availability of Models or Classes, as opposed to tracking availability of individual machines. Despite Models and Classes being rentable in Flyntlok, there was no way for a Rental Manager to know if they were overbooking their fleet until they attempted to associate an actual machine to a contract.
Solution
We have added a new view to the New Rental Contract page that displays your fleet’s Classes, Models, along with their availability over time. This allows you and your team to assess your fleet’s availability at a glance to avoid overbooking. You can find this new view on the New Rental Contract page by clicking “Category Timeline” in the lower left.
Furthermore, both the New Rental Contract page and the Rental Dashboard can now show you warnings if you are about to overbook a model or a class. These warnings are displayed when creating and reserving Rental Contracts. You can enable these warnings by navigating to Flyntlok Settings -> Rental Settings and looking under the Restrictions section. The setting is called “Class/Model Overbook Warning”.
Opportunity
Managers have requested that Signature Forms require the customer to enter their signature in order to submit the form.
Solution
When Flyntlok prompts a customer for their signature, they are now required to sign before submitting the form.
Opportunity
Rental Managers asked for more prominent alerts when any lines on a Rental Contract were missing a schedule.
Solution
The Rental Contract Dashboard will now alert you if one or more lines on a Rental Contract are missing a schedule.
Opportunity
Currently, Survey Requests can only be sent via email from Flyntlok and Salespeople and Managers have requested the ability to send surveys via SMS as their customers are more likely to respond to a survey sent via SMS.
Solution
We have added a new field called ‘Delivery Method’ for a survey rule configuration on the Manage Surveys Dashboard and now the rules can be configured to send surveys via SMS or email.
Opportunity
Parts Managers have asked for logs when a Contact is deleted from a Customer.
Solution
When a Contact is deleted, Flyntlok now creates an entry in the Customer’s logs which includes the Contact’s name, phone number, and email address.
Opportunity
Salespeople have requested the ability to group leads on the "All Leads" page.
Solution
You can now group leads on the "All Leads" page by dragging column headers into the grouping section on the top left that is labeled “Drag a column header here to group by that column”. Not all columns can be grouped, such as Tags, Age, Machines, Models, etc. But honestly, any column that you would really want to group by, can be grouped by.
Users can group by multiple fields by dragging another column into that section. You can remove the column grouping by dragging the column back into the grid. Column groupings can also be saved as part of the grid layouts.
Opportunity
Salespeople have requested they be notified when someone adds a Note to a Lead.
Solution
Users assigned to a Lead now have the option to receive notifications when a note is added to one of their Leads. Users can enable this feature through their User Settings page.
Opportunity
Sales Managers have requested the ability to change the Status of a Lead from within the All Leads grid-view. This would allow for quicker updates when reviewing multiple Leads.
Solution
Flyntlok’s “All Leads” grid-view now supports changing a Lead’s status without opening the Lead’s Dashboard.
Opportunity
Flyntlok’s Zapier integration did not include a “Contact Name” field on the Lead Creation action, and instead derived the Lead Contact’s “Name” from the Lead’s “Name” field.
Solution
We have updated the Flyntlok’s Zapier integration to include Contact Name field on Lead Creation.
Btw, the Zapier workflow tool is a pretty cool and flexible way to manage your incoming leads from your website. It's especially helpful if you have detailed forms with a lot of various fields (e.g. financing information, trade-in information, etc). Check it out, and if interested, contact a friendly Flyntlok consultant!
Opportunity
Managers have requested the ability to add Notes to Tasks.
Solution
The Tasks page has been updated to support Notes. Users can view and add a Note by editing the Task and clicking on the "Notes" tab. There is also a new column that can be added to the “All Tasks” grid called “Latest Note” so a user can see when a note was last added to the Task.
Opportunity
No sooner did we add Notes on tasks, than we had Managers request the ability to attach files to Tasks!! No rest for the weary. So we created a task to put files on Tasks.
Solution
And thus we now have the ability to support files on Tasks. Users can view and add files by editing the Task and clicking on the "Files" tab:
Opportunity
Were we done with Tasks for this release? Not by a long shot! Users have requested the ability to mark a Task as "Done" from a Dashboard Grid. This would allow them to quickly update the Task without needing to go to the Tasks page to manually edit the status.
Solution
The "Upcoming Tasks" Dashboard Grid has been updated to support a "Mark Done" action. This will change the Task to "Done" status and update the Completed Date with just a single click.
Opportunity
Service Managers have requested that Flyntlok warn them when they are about to tag a Work Order with a tag that has already been used.
Solution
In addition to warning you about potential duplicate tags when creating Work Orders, Flyntlok warns you on any Work Order’s Dashboard as well.
Opportunity
Service Managers have expressed the need to see tag numbers on the Job level Service Scheduler.
Solution
Added Tag Number Badges to the Job level Service Scheduler.
Opportunity
Technicians and Service Managers requested the ability to upload and view pictures in a single area on the mobile Work Order view instead of having them tied to specific jobs.
Solution
The mobile Work Order view has been updated to allow Technicians to upload files, including pictures, directly to the Work Order itself. All Job files can now be accessed in a centralized location within the mobile view, making it easier for Service Managers to review them.
Opportunity
Managers have requested the ability to make “Email” and “Phone” fields required on Customer creation.
Solution
Flyntlok now has a setting which makes email and phone fields required on Customer creation. Admins can set this setting by clicking on the Wrench Icon > Flyntlok > Flyntlok Settings > "Require Contact Info on Customer Create" Checkbox.
Opportunity
Service Managers requested a more accessible way to see when a Work Order was created.
Solution
The Work Order Dashboard has been updated to display the Creation Date directly in the header. We have added a new option in Flyntlok Settings to toggle display of Work Order Create Date. Admins can set this option by clicking on the Wrench Icon -> Flyntlok -> Flyntlok Settings -> "Show Create Date on Work Order" Checkbox.
Opportunity
Service Managers have requested jobs with fulfilled parts requests be more visible on the Job-level Service Scheduler.
Solution
Flyntlok will now use an orange background for any jobs with fulfilled parts on the Job level Service Scheduler.
Opportunity
Service Managers have requested enhanced visibility of Work Order details on the Service Scheduler to improve efficiency in scheduling and job management.
Solution
The Service Scheduler has been updated to display the assigned technician, billing hours, and dwell time on Work Order cards
Opportunity
Service Managers have requested the ability to prevent internal Parts Order Notes from appearing on the final Work Order invoice.
Solution
A setting has been added to exclude notes made on the Internal Parts Order from the final Work Order invoice. Admins can set this setting by clicking on the Wrench Icon > Flyntlok > Flyntlok Settings > "Exclude Parts Request Notes on Invoice" Checkbox.
Opportunity
Sales Managers have requested the option to hide a Customer's “Tax ID” when printing a Sales Order.
Solution
Administrators can now choose whether or not to show a Customer’s tax ID on their company’s printed Sales Orders. You can find this setting by clicking on the Wrench Icon > Flyntlok > Flyntlok Settings, then finding the "Hide Tax ID" checkbox.
Complaint: Salespeople reported that some buttons on the Point of Sale are disabled if the Quote was Rejected.
Correction: Fixed.
Complaint: Service Managers mentioned that the Service Scheduler's “Day View” showed many hours that were outside of normal business hours. They requested to be able to view a smaller time range.
Correction: The Service Scheduler has been updated to default to a 12-hour view. This will make Scheduled Tasks easier to view and manage, especially when dealing with shorter duration Tasks. Users can still expand the time range back to 24-hours via the Actions dropdown.
Complaint: Purchasers reported that printed Vendor Purchase Orders were sometimes not properly displaying Parts with long Part Numbers.
Correction: Fixed.
Complaint: Users mentioned that when clicking on a Task from the Upcoming Tasks grid on various Dashboards, it was directing them to the All Tasks view instead of directly linking to the Task.
Correction: Fixed.
Complaint: Users reported that the Kit configuration was displaying an incorrect cost on some items.
Correction: Fixed.
Complaint: Parts Managers reported that when using the "Fill Available" action on a Service Truck’s Inventory, it would not recognize all quantities on all pages. It would limit to 50 items at a time, which is what Flyntlok defaults to on a single page display.
Correction: Fixed. This action should now fill all quantities on all items.
Complaint: Salespeople reported that when adding a discount to a Sales Order, the calculated margin shown at the top of the page would sometimes show "0%".
Correction: Fixed.
August 14th, 2024 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Opportunity:
To streamline the management of leads related to specific Machines and Models, salespeople have requested the ability to create CRM Leads directly from Machine and Model pages.
Solution:
Opportunity:
Managers have requested the ability to change Tasks’ primary and secondary responsible users in bulk.
Solution:
We have added the ability to update multiple Tasks primary and secondary responsible users in bulk from the "All Leads" view.
Opportunity:
Service Managers requested the ability to customize which status a Work Order was set to once Invoiced.
Solution:
Immediately before invoicing a work order, Flyntlok can now prompt users to select a custom status for the work order once Invoiced. Contact your Friendly Flyntlok Consultant to enable this feature for your environment.
Opportunity:
Service Managers have requested the Priority field to be more visible on the Work Order.
Solution:
Added icons to the Priority field in the General section.
Opportunity:
Some Sales Managers requested the “Work Order Tag” to be shown prominently in the header of Sales Order printouts.
Solution:
Added a setting to display the “Work Order Tag” in the header of the Sales Order printout. Administrators can enable this feature by following these steps:
Opportunity:
Service Managers have requested that the “Engine Make” field be visible on the Work Order Dashboard.
Solution:
Added the “Engine Make” field to the Machine section of the Info tab on Work Order Dashboard.
Opportunity:
Service Managers have requested the ability to see and change a Work Order’s "Priority" on the Service Scheduler.
Solution:
Added “Priority” badges and the ability to edit any Work Order’s "Priority" to the Service Scheduler.
Opportunity:
Sales Managers have requested that the “Discount Summary” be visible on Sales Order printouts.
Solution:
Added a setting to display the “Discount Summary” on Sales Orders in the transaction summary box. Administrators can enable this feature by following these steps:
Opportunity:
Sales Managers requested the ability to quickly set up a tax-exempt customer from the Point of Sale.
Solution:
We have added a new "Tax Exempt" option when using the "Quick Create Customer" feature from a Sales Order.
Opportunity:
Managers have requested the ability to limit who can process or reverse QuickBooks Online transactions.
Solution:
New Permissions have been added to control which users can process or reverse QuickBooks Online transactions. The new permissions are called “Process QuickBooks Transactions” and “Reverse QuickBooks Transactions” under the Accounting section.
Opportunity:
Rental Managers requested Flyntlok show the "Machine Warning Note" on Rental Contract related pages.
Solution:
The "Machine Warning Note is now visible on the New Rental and Rental Contract pages.
Opportunity:
Users utilizing Record360 requested the ability to create a Record360 Task without also creating a Flyntlok Work Order.
Solution:
We have added a new option labeled “Skip Work Order Generation” to the Record360 task pop-up shown on new Rental Contracts.
Opportunity:
Managers have requested that Comments in various Activity panels be editable.
Solution:
Comments in the Activity panels on Work Order and Rental Dashboards are now editable. Any time a user edits a Comment, the edit history is recorded in the associated log. This feature requires elevated permissions. Admins can manage authorized users via the “Edit Notes/Comments” permission, located under the Wrench → Users → Access Control.
Complaint: Service Managers and Technicians reported that "Action Logs" for Work Orders appeared one hour behind when they actually occurred.
Correction: Fixed.
Complaint: Salespeople reported that when quoting a Model, sometimes the “Sell Price” they manually set would not show up on the final Quote.
Correction: Fixed.
Complaint: Service Managers reported that notes added to "Parts Requests" added to Work Orders in the mobile view were not visible on the desktop view.
Correction: Added notes to the Parts Section on the Job in Work Order in the desktop view.
Complaint: Service Writers reported that Machines on Work Orders with pending payments were shown as available when creating new Work Orders.
Correction: Fixed.
Complaint: Sales Managers noted that when registering STIHL Machines, sometimes an error message would show up when creating a new STIHL Customer, even though the customer was successfully created.
Correction: Fixed.
Complaint: Salespeople reported that when viewing a STIHL Machine on Machine Dashboard, sometimes the Registration information or Machine information would not be loaded.
Correction: Fixed.
Complaint: Sales Managers reported that when quoting a Model on the Sales Order page, the Model Options were cramped and not ordered correctly.
Correction: Increased the size of the Model Options window and corrected their order.
Complaint: Users reported that when accessing Signature Hub, the page would randomly crash and become unusable when trying to view Signatures for Rental Contracts.
Correction: Fixed.
Complaint: When setting up a new Rental Contract, users were able to configure a Contract with no customer or an invalid date range.
Correction: Fixed.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Opportunity
Flyntlok users previously faced limitations with our Microsoft email integration, as it only supported configuration at a company level and for a single email account. This made managing communication with customers challenging, especially when replies and conversation threads needed to be organized among various employees and store locations. Users required the ability to connect multiple Microsoft email accounts at both user and store location levels to improve efficiency and communication management.
Solution
Flyntlok now supports the connection of multiple Microsoft email accounts at both user and store location levels, in addition to the corporate account. This enhancement allows for more flexible and efficient email communication directly from Flyntlok.
Key Features
Integration Setup:
To connect Microsoft email accounts to store locations follow this steps:
To connect a Microsoft email account to a user’s profile follow this steps:
Opportunity: It can be oh-so-hard to remember all the tasks that are due and need immediate attention! There is no way currently to receive reminders about tasks that are due soon without going to the tasks grid and checking it yourself. (Sometimes you need to create a task to remind yourself to review your tasks.) There is a need to receive reminders about due tasks so that important work is not missed.
Solution: We have added a new notification for “Due Task Reminders” which can be enabled by navigating to Preferences -> Notifications -> CRM
If this notification is turned on, Flyntlok will send a report about all the tasks assigned to you that are due within the next week at the end of each day. This will help users to stay up to date on their progress and avoid missing out on important tasks. Based on the selected medium (Email, SMS or notification) the notification may look slightly different.
Opportunity
Users managing contacts on the Customer Dashboard have requested the ability to click to call/email their contacts listed in the Customer Information panel.
Solution
The Customer Dashboard has been updated to have links for calling and emailing in the Contact and Primary Contact sections. By clicking on a listed phone number or email address, a phone call or email can be initiated right from the Customer Dashboard.
Opportunity
Users managing customers’ saved credit cards have requested an indicator on the Customer Dashboard that displays if a customer has credit cards on file.
Solution
The summary section of the Customer Dashboard has been updated to display the status of a customer’s saved credit cards. The icon will indicate if all credit cards are valid, if any card has expired, or if a customer has no credit cards.
Opportunity
The current implementation of the “Parts Used” modal on the desktop-version of Flyntlok supports marking parts that have already been requested as “Used”. This multiple-step process requires technicians to request parts first and then navigate back to log the quantities used, which can be cumbersome. There is a need to streamline this process to improve efficiency and reduce the number of steps required.
Solution
The “Parts Used” modal on the desktop-version of Flyntlok has been updated to allow technicians to add and mark additional used parts directly within the same step. This feature simplifies the parts management process, reducing the number of clicks and streamlining the workflow for technicians.(N.B. This feature already existed in the mobile version of Flyntlok)
Key Features:
Inventory Management Details:
How to add an additional used part:
1. Click “Edit Parts” in the “Parts” section of the job page.
2. Click “Add Parts” in the modal to open the parts searcher
3. Search for a part and select it.
4. Set the used quantity for the selected part
5. Repeat steps 3 - 4 to add more parts.
6. Click "Save" to finalize.
Opportunity: Technicians often face workflow conflicts when multiple users inadvertently work on the same Work Order simultaneously. This can lead to inefficiencies and errors. By providing real-time visibility of users currently viewing a Work Order, Flyntlok can significantly improve coordination and prevent such conflicts.
Solution: The Activity panel on the Work Order Dashboard has been updated to display the users who are currently viewing the same Work Order. Flyntlok does not prevent two people from editing the same Work Order, but the system will alert you to other simultaneously viewing users.
The Active Viewer list applies to users viewing the Work Order across both Mobile and Desktop platforms.
Opportunity: Service managers have requested the ability to view a Work Order’s status on the Job Service Scheduler. This would enable Service Managers to better organize their jobs table, streamlining the job scheduling process.
Solution: We added a new column for the Work Order status on the Job Service Scheduler. The column can be sorted and filtered as well.
Opportunity: Service Managers have requested the ability to force a machine down on Work Order creation. This way the machine’s status will be set to ‘Down’, regardless if work has started on it.
Solution: We have added this as a setting in Flyntlok Settings. This setting can be found under the Service section, titled “Force Down Machine on Work Order Creation''. With this option enabled, checking ‘Force Down’ on the New Work Order page will update the machine's status to ‘Down’ when the Work Order is created.
Opportunity
Service Managers would like to see who signed a Work Order Estimate and when they signed it. Previously, a green icon with a message ‘Customer Review Complete’ would be the only indicator that an estimate was signed.
Solution
We have updated the displayed text for the green icon to show when an estimate was approved and who signed off on it.
Opportunity: Managers requested the ability to save Cause and Correction to Work Order Job Templates. One example for needing this is to make these Job fields populate exactly as needed for Warranty work, eliminating the variability of a technician’s entries.
Solution: Users are now able to add and edit Cause and Correction on the Work Order Job Templates page. These fields will populate on the Job when added via Work Order creation or Work Order Dashboard.
Opportunity: Service Managers would like to see a customer’s Primary Contact on their Work Order print out, regardless of the contact that is set on the Work Order.
Solution: We have updated the Work Order print out to display the customer’s Primary Contact in the ‘Bill To’ section. If the Primary Contact is the same contact that was selected on the Work Order, the print out will appear the same as before.
Opportunity: Salespeople at Toro dealers have requested the ability to access real-time inventory data from Flyntlok within OPEHub. (OPEHub is a third party quoting and reference sales tool used by Toro dealers. If you are a Toro dealer and are interested in OPEHub, please contact them at drew@opehub.com.)
Solution: We have implemented an integration for OPEHub that allows users to view the inventory details of specific models from Flyntlok.
Integration Setup
To connect OPEHub to Flyntlok follow this steps:
1. Access the Integrations Page within Flyntlok.
2. Choose the location you want to connect to OPEHub.
3. Generate a token by clicking the "Request New Token" button. This will populate the Access Token field.
4. Click on the “Copy Access Token” button to copy the Access Token.
5. Link your Vendors to OPEHub supported Manufacturers
6. Connect to OPEHub
Opportunity:
Service Technicians and Managers have requested the ability to assign classes to a Model when creating a new Machine with a new Model. Doing this currently requires that the user first create the Machine, then go to the Machine Dashboard, then click on the Model Editor, and then finally set the Primary and Secondary Class options there. Being able to do this at the Machine creation step would save the user time (and clicks!) for shops who require classification of Models.
Solution:
We have added Model Primary Class and Model Secondary Class fields to Machine creation on these pages:
A new "Model Details" section will show after typing in a new Model name and choosing to create it. The selected Class options will be applied to the Model immediately when created.
Opportunity: Users creating models would like to be redirected to their new model on creation from the Add a New Model page.
Solution: We have updated the Add New Model page to redirect to the newly created model. This should streamline model editing after creation for things like Rental or Maintenance Schedules which cannot be set until a model is created.
Opportunity: Users managing machines would like to see the model’s horsepower on the Machine Dashboard. This information can be useful to salespeople who want to get more machine information at a glance.
Solution: The Machine Dashboard has been updated to display the horsepower of a machine’s model. This value must be edited at the model level, but will display on any machines of the model.
Opportunity: Managers requested the ability for drivers to upload pictures for pickups and drop-offs. This is intended to facilitate the documentation of machine conditions and improve transparency and accountability during the moving process.
Solution:
Mobile "My Trips" View: Users can now upload pictures directly from their mobile devices via the "My Trips" section. Uploaded images will be displayed in a gallery-like format, providing a visual record of machine conditions at pickup and drop-off. To upload a picture, click on the "Upload" button in the Images section:
Desktop Moves Dashboard: Users can manage the files when viewing Moves on desktop. Additionally, other accepted file types (such as PDF) can be attached.
Opportunity: Users have requested the ability to change a Reservation’s “Is Open Ended” field after the reservation has been created.
Solution: Implemented an editor for “Is Open Ended” on the machine Reservation dashboard page.
Opportunity: Salespeople have requested the ability to adjust the Due Date of an Invoice from Flyntlok and have that feed to QuickBooks Online.
Solution: We’ve added a new field called “Terms Due Date” to the Invoice. When posted as an Invoice to QuickBooks Online, any date set here will become the QuickBooks Online Inovice’s Due Date. You can find this new field on the Point of Sale by opening the Details panel and clicking the Settings button in the top right corner.
Complaint: Service managers noticed their Upcoming Maintenance page was blank and would not load their Maintenance Schedules.
Correction: Fixed.
Complaint: Service Managers noticed labor lines on the Work Order that were not associated with jobs would intermittently disappear on non-segmented Work Orders.
Correction: Fixed.
Complaint: Users creating items with alternates/supersessions noticed that the alternates/supersessions would not be saved once the item was created. Because of this, they would then have to edit the item after creation to update the alternates/supersessions.
Correction: Fixed. Alternates and supersessions are now properly saved on item creation.
Complaint: Service Managers noticed taxes were being shown on Work Orders for internal customers. These customers should have been recognized as tax exempt on the Work Order, like they are on Sales Orders.
Correction: Fixed. Internal customers on Work Orders are now properly recognized as tax exempt, and the Work Order will correctly display no taxes.
Complaint: Receivers noticed serial numbers and received dates for machines on Machine Purchase Orders would disappear if an associated Fee-Only Voucher was canceled. This logic was intended to reset machine data when a Machine Receiving Voucher got canceled.
Correction: Fixed. Machine data will no longer be reset if a Fee-Only Voucher is canceled.
Complaint: Service Managers noted that they were not able to access videos that Technicians had uploaded to Work Orders.
Correction: An issue was identified where many large files on Work Orders were not downloadable by users. This issue has been resolved.
Complaint: Service Managers noticed that when Sales Orders were linked to Work Orders via the “Link SO as Internal Parts WO” widget, they were not showing on the linked Work Order’s dashboard.
Correction: Fixed, Sales Orders linked to Work Orders via the widget will now be shown when viewing the Work Order.
Complaint: Salespeople reported that initiating a Text-2-Pay payment would not move the invoice forward from “Draft” status.
Correction: Fixed.
Complaint: Users noted that when clicking on the email link on a Customer’s dashboard, it would only ever try to send emails to the customer’s default contact email rather than the selected recipient.
Correction: Fixed, all email links on a Customer’s dashboard will now try to send a new email to the address displayed in the link.
Complaint: When changing the Customer from the Point of Sale, users reported not being shown the new customer’s warning note as a popup.
Correction: Fixed.
Complaint: When requesting a customer’s signature on a Work Order Estimate via SMS, users reported not being shown the selected Customer’s phone numbers by default. They had to do a name or number search instead of being at least shown that Customer’s related contacts.
Correction: Fixed.
Complaint: Salespeople have requested all available columns on the Leads list be visible on the All Leads spreadsheet export.
Correction: Fixed.
Complaint: Users noticed that the Work Order system would sometimes allow them to check out an already Invoiced Work Order.
Correction: Fixed.
Complaint: Receivers were unable to receive items where the quantities had decimals on the item (some items are not always received in whole numbers).
Correction: Fixed.
Complaint: Service users noted that when viewing "My Trips" on mobile, the wrong Pickup Address would sometimes be displayed.
Correction: Fixed.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
Opportunity
Bobcat dealers expressed a need to access real-time inventory data within Bobcat OPC from Flyntlok and to efficiently manage pick lists created within OPC between the two systems.
Solution
To address this need, we have integrated Bobcat OPC with Flyntlok, providing two key capabilities:
Real-time Inventory Access
Dealers can now view inventory details from Flyntylok such as bin locations, quantities on hand (QOH), quantities on order (O/O), and pricing directly within the Bobcat OPC. To view the inventory details of the parts within the Bobcat OPC go to “Parts Catalog” and select a part you want to view. The opened modal will include the “DMS Availability” section populated with inventory data from Flyntlok.
The inventory data can also be viewed from within the pick list on the Bobcat OPC.
Pick lists Export
Dealers can export pick lists created in Bobcat OPC to Flyntlok, allowing for easy creation of draft Sales Orders or Internal Parts Orders. To export a pick list from Bobcat OPC to Flyntlok, while in the pick list on Bobcat OPC, click “Export As” and select “DMS” from the dropdown.
To view the exported pick lists back in Flyntlok, open the left sidebar, navigate to the “Parts” section, and click on the “Bobcat OPC Pick List” link.
On this page, you can view the list of parts on the pick list by clicking on the “View Parts” button.
To create a draft Sales Order, click the “Create Sales Order” button and follow the prompt.
Integration Setup
To connect Bobcat OPC to Flyntlok follow these steps:
1. Access the Integrations Page within Flyntlok
2. Choose the location you want to connect to Bobcat OPC.
3. Generate token
4. Click on the “Copy Pricing URL” button to copy the Pricing URL.
5. Click on the “Copy Cart Upload URL” button to copy the Cart Upload URL.
6. Log into your Bobcat Account at https://dealer.bobcat.com/.
7. Click on “Bobcat Parts” under the “Parts” section.
8. Select Organization/Location. Use the location for the token you generated in step 3.
9. Under the “Create New Parts Order” section, click on the “Part Catalog” link.
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10. Open the “Settings” in Bobcat OPC and navigate to the "DMS Integration" section.
11. Provide the URL from step 4 to the “Pricing” field and enable it.
12. Provide the URL from step 5 to the “Cart Upload” field and enable it.
13. Click on the “Save Changes” button to persist your settings.
14. Repeat steps from 2 to 13 for each location you want to connect to Bobcat OPC.
Opportunity
Salespeople, who make use of the automated workflow tool Zapier, have expressed an interest in automating the process of lead creation in Flyntlok by integrating these two wicked cool products.
Solution
To address this need, an app was created in Zapier that integrates with Flyntlok. This app allows users to automate the creation of leads in Flyntlok through various triggers and actions within Zapier.
The following fields are exposed to Zapier via our interface:
Contact your friendly Flyntlok consultant if you would like to integrate us with your Zapier implementation.
Opportunity: Salespeople requested the ability to see the quantity on hand (QOH) directly on a Quote. Currently, users must approve or modify the quote to view QOH, leading to potential miscommunication about stock availability.
Solution: We added the display of QOH on the item lines within the Quote. This change will enable salespeople to accurately inform customers about stock availability without needing to approve or modify the quote.
Opportunity: Sales Managers have requested the ability to apply discounts to items based on their original list price, not the current displayed price. Otherwise, if the customer already has a discount in place, this would apply a discount to a discount (which is awesome for your customers, but not for you!).
Solution: Flyntlok introduced an option to apply discounts to each line item based on their original list price, ensuring each discount is calculated correctly from the list price rather than compounding discounts. This option is available only if the tenant is configured to calculate discounts line-by-line.
The "Apply Discount" form will now include two options for discount application:
Opportunity: Salespeople requested that when processing a Sales Order for an “Account Customer”, they would like to be able to more easily track if a signature had been collected on a Sales Order.
Solution: We have introduced a new option to display a warning when attempting to process a Sales Order. This prompt will show up when clicking on "Apply Payment & Process" if the Customer is an Account Customer, and their signature has not yet been collected.
It will also show a message by the Process button:
The warnings can be enabled via the Wrench Icon -> Flyntlok Settings
To further improve visibility, we have added a "Signed" badge at the bottom of the page. This feature is enabled for all standard Sales Orders.
Opportunity: Salespeople requested support for our more streamlined “Pay & Process” workflow when requesting payments via Text-2-Pay.
Solution: You can now select “Initiate Payment & Process” when requesting payments via Text-2-Pay.
Opportunity: Service Managers have requested the ability to copy files from one Work Order or Job to another, especially when dealing with Warranty Work Orders, which might be split off from the original Work Order or onto new Jobs.
Solution: We have introduced a dialogue box that allows users to copy both Work Order-level files and Job-level files to other Work Orders and Jobs as desired.
Click on the transfer icon on the file line:
To transfer a file from one Job to another the form requires the user to select a Work Order and a Job. Users also have an option to keep the original file.
Opportunity: Service Managers requested the ability to set a customer-pre-approved dollar amount on a work order and to be informed when this amount is exceeded by the projected or actual cost of the work order.
Solution: Users can now choose to apply a work order pre-approved amount when creating a work order.
Once on the work order dashboard, this will be visible in General section of the page. It can also be edited here.
If, for any reason, the actual or projected cost of the work order exceeds this amount, a red banner will appear on the top of the work order dashboard.
Anyone who is signed up to be notified when this happens will receive a notification.
Once the costs are equal to or below the pre-approved amount, the banner will disappear.
Additionally, users can set a default pre-approved amount on the customer edit page.
This amount will be automatically applied to work orders for this customer unless it is overridden at the time of creation.
Opportunity: Receiving Managers requested that the “Responsible Locations” of machines automatically update when the location on a Machine Receiving Voucher is changed.
Solution: Flyntlok introduced a prompt that appears when the location on a Machine Receiving Voucher is modified. This prompt asks users if they want to update the physical locations of the machines to match the updated location on the voucher.
Opportunity: Salespeople requested the ability to view and edit a Machine's comments from the mobile view.
Solution: We now show the Machine comments on our Mobile Machine Dashboard. It is editable by clicking "Edit" on the page.
Opportunity: Sales Managers expressed the need for Task related notifications so that users are made aware when a task has been assigned to them.
Solution: Users are now able to receive notifications when they are assigned to a Task, either as the primary or secondary person on the task.
How to Enable Notifications:
Complaint: When printing out or emailing a Work Order the tax amount is not included in the total.
Correction: Fixed.
Complaint: Users reported errors when an Item was set as a Kit sub-item of itself.
Correction: We no longer allow a user to set an Item that is a Kit to be its own sub-item. Waaay too circular…
Complaint: Users reported not being able to apply an above-cost discount to some parts orders.
Correction: Fixed.
Complaint: Users reported that processing a Job that didn’t have any Parts Orders would not mark the job as “Approved”.
Correction: Fixed.
Complaint: Users reported that if you clicked into the Quantity or Fulfilled Quantity fields on the Point of Sale, the cursor would get placed at the end of the number. So if you wanted to change the value, it required that you highlight/select the whole field value first. This issue was both error prone and required extra clicks.
Correction: Fixed. If you click into either of the Quantity fields, we highlight/select the existing value so that if you type in a new value it will overwrite the previous value.
Complaint: Users reported that all Flyntlok journal entries were taking a very long time to process.
Correction: Fixed.
Complaint: Users reported that the incoming call page would crash when receiving calls from some numbers.
Correction: Fixed.
Complaint: Salespeople reported that they would accidentally change the payment amount with the mouse scroller.
Correction: Scrolling with the mouse in the payment field has been disabled.
Complaint: After accepting a Quote, users reported seeing the cost of the Quote’s Model lines change.
Correction: Fixed.
Complaint: Users reported being shown non-sellable machines when associating machines to model lines on the Point of Sale.
Correction: Fixed.
Complaint: Users reported discount structures not being correctly applied to Kits on the Point of Sale.
Correction: Fixed.
Complaint: When editing an Item Purchase Order, a shipping method would be chosen by default. However, users could not change the default that was being selected, and they may not have realized a shipping method was being chosen automatically.
Correction: Fixed. The shipping method selector now displays a prompt to select a shipping method if one is not set, making it more obvious when a shipping method has not been chosen.
Complaint: Users, particularly those in the Northeast of the US, but ultimately any real basketball fan, have complained about the fact that the Boston Celtics have not won the championship since 2008. This has been particularly frustrating some years because they clearly had the better team, especially in 2023.
Correction: Fixed. Flyntlok made sure that the most talented NBA team in recent history (probably since '86 Celts) won the championship this year in an epic manner and clearly illustrated to all of North America that they are the best team in the league. Our Boston office is currently coordinating the Duck Boat parade with city officials.
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
