We are excited to announce that Flyntlok will be attending the Equipment Exposition October 15th-18th in Louisville, Kentucky (Booth Number C001). The Equipment Exposition is an annual event dedicated to growing landscapers', manufacturers', and equipment dealers’ businesses. Please reach out to Mike Wasserman (mwassy@flyntlok.com) or Alex Clementi (alexc@flyntlok.com) if you would like to arrange a meeting while we are there. Or just stop by to say "Hello!"
Opportunity
Salespeople have requested they be notified when someone makes a change on a Lead that is assigned to them..
Solution
Users now have the option to receive notifications when any Lead they are assigned to is updated. Notifications are triggered when any of the following changes occur:
Users can enable this feature through their User Settings page.
Opportunity
Managers have requested the ability to control who can create Lead “Tags” on the fly through the Tag selector. Managers have also expressed a need for a Tag Editor where they can manage their Tags.
Solution
A new Permission called “Lead Tags” has been added under the CRM section. This permission grants users the ability to create new Tags for Leads. Additionally, Flyntlok now has a Lead Tags editor, which is accessible from the CRM settings page. This editor includes features to create, rename, delete, and merge Lead Tags. Deleting a Tag will remove it from all associated Leads; renaming will update the Tag on Leads; and merging will combine Tags across Leads. This allows administrators to clean up redundant, irrelevant, or mistakenly created tags.
Opportunity
Service Managers have requested the ability to sort by their upcoming maintenance by a “Location” field.
Solution
A new “Location” column has been added to the Upcoming Maintenance grid.
Opportunity
Fleet Managers have requested the ability to update the Work Order’s “Tag Number” on Trips through the Mobile view.
Solution
We added a “Tag Number” editor to the Mobile view of Trips.
Opportunity
Managers have requested the ability to create Work Orders from Leads and Machines through the mobile view.
Solution
The mobile Lead and Machine dashboards now include the option to create a Work Order in their Actions drop-downs.
Opportunity
Managers have requested the ability to select a Record 360 Workflow when reserving and checking-in machines on a Rental Contract.
Solution
A Workflow can now be selected for each Record360 Task. Selecting a Workflow will make it the default option when reserving that Machine or Model on future Rental Contracts.
Opportunity
The Canada Revenue Agency defines specific depreciation schedules that Canadian companies must follow. Currently, Flyntlok supports two kinds of depreciation schedules – Straight Line and Percent of Rent – neither of which matches any of the CRA’s schedules. Equipment Managers in Canada have requested Flyntlok add support for these schedules.
Solution
When editing a machine, you may now select “Canadian Capital Cost Allowance” as the depreciation method. Once you select this method, you will be presented with a second selection for the specific Capital Cost Allowance class; Flyntlok currently supports the Class 8 schedule.
For questions regarding CCA Depreciation specifics, please see the Canadian Revenue Agency documentation here. If you have any questions about setting this up or how depreciation journal entries are created within Flyntlok, please contact your friendly Flyntlok Consultant for details.
Complaint: Parts on the Suggested Orders view were still present even after they had been ignored.
Correction: Fixed. They are now ignored like a parent is ignored by their teenager.
Complaint: Salespeople reported that when a “Delivery Tax” was applied to a Sales Order, sometimes it would not allow the Sales Order to be fulfilled.
Correction: Fixed.
Complaint: Service Managers reported that a sales tax was displayed on Work Orders for tax-exempt customers.
Correction: Fixed.
Complaint: Salespeople reported that when applying a discount to a Sales Order through the “Apply Discount” modal, Item Modification discounts were being doubled.
Correction: Fixed.
Complaint: Service Managers reported that moving Work Order cards on the Service Scheduler could duplicate the card.
Correction: Fixed.
Complaint: Fleet Managers reported that saving changes to a Move could empty the “Start Location” and “End Location” fields, causing the Move to disappear from the Truckload Scheduler.
Correction: Fixed.
Complaint: When updating Machine Receiving Vouchers using the “Detail” view, users reported that updates to the “QuickBooks Online Accounts” field were not reliably persisting.
Correction: Fixed.
Complaint:
When selling a Machine from the Machine Dashboard or a Sales Order, its Special Sales Price was not being used. It continued to use the List Price.
Correction:
Fixed. Flyntlok now applies the Special Sales Price on both Machine Dashboard’s “Sell Machine” modal and the Point of Sale’s “Sell Machines” modal.
August 28th, 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!
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!
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!
Opportunity
Salespeople have expressed interest in being able to customize the list of statuses they are able to assign to a Lead, which would allow companies to tailor their Lead process to fit their individual needs.
Solution
We have created a new settings page for CRM that can be accessed by those with administrator accounts via the Admin Settings page. Users can add a new status using a button at the top of the Lead Statuses tab and edit individual statuses by clicking on an individual status badge. Either of these actions will open a modal that will allow the user to edit a status’s name, type, badge color, and default status.
Users can also choose a status to be the default for all new Leads by clicking the checkbox next to a status name in the Status Pipeline columns. Statuses can be deleted as long as they are not currently set as the default. Deleted statuses will be visible on leads already using them, but will no longer be available as status options for newer leads.
Drag and drop the statuses within type columns to reorder how they show up in Lead status edit menus across Flyntlok. Within the Status field dropdown on a Lead, the statuses will be ordered first by the New values, then the Open, then Closed, and within those levels they will be sorted as ordered within those stages in the settings page.
A new column called status type has been added to the All Leads table which is hidden by default and can be added to the grid from the column chooser. As the name suggests this column contains the type of the status which is one of NEW, OPEN or CLOSED. You can create custom saved grid views using this field, such as "All New and Open" leads, or "All Closed Leads".
Opportunity
Dealers that make use of texting within the context of CRM asked for the ability to block texts from certain phone numbers because they were receiving a high volume of spam.
Solution
Users can now add numbers to a “Block List”. Texts from these numbers will automatically be filtered from the list of conversations, but can be viewed by toggling a filter.
To block a phone number click on the “Block” button on the left side of the footer:
Once clicked it will open a modal where users can provide a reason for the block:
To see blocked phone numbers toggle the filter “Include Blocked Numbers”:
To unblock the phone number click on either “Unblock” text in the middle of the conversation or unblock button on the left side of the footer:
Opportunity
Hitachi dealerships have requested the ability to track telematics data for their Hitachi machines, for use in service, rental, and sales workflows.
Solution
We have created a link between Flyntlok and Hitachi to receive Hitachi telematics data in Flyntlok. Once connected, tenants will be able to track the last known location, miles, and hours data for any associated machines within Flyntlok.
We have added a Hitachi settings page to the “Integrations'' hub page, reachable through Editors(wrench) > Editors > Integrations > Hitachi. This page allows administrators to connect their company’s Hitachi account to Flyntlok using their credentials. Simply provide your username and password and click “Submit Credentials'' to do so.
Once connected, Flyntlok will daily ingest machine miles, hours, and last known location data from Hitachi for the machines with matching serial numbers. The data is updated automatically and can be viewed on the machine’s dashboard.
Opportunity
Users requested the addition of an "Engine Make" field on the machine dashboard.
Solution
Added the "Engine Make" field to the machine dashboard.
Opportunity
Rental Managers requested that notes from rental-contract-related Reservations be added to the Rental Contracts on creation.
Solution
Notes and comments from Rental Reservations are copied over to generated Rental Contracts.
Opportunity
Salespeople asked that the available QOH shown for models on the invoice page only reflect the in-store quantity and not the amount “On Order”.
Solution
The on-order quantity was separated from the available QOH and is now displayed in separate badge details.
Opportunity
Service Managers requested a warning to be displayed when invoicing a Work Order with a Virtual Machine.
Solution
Added an option to display a warning when invoicing a Work Order with a Virtual Machine.
Opportunity
Service Managers expressed the need to see warning notes on the Work Order creation page, not just the Sales Order page.
Solution
Added customer warning notes to the Work Order creation page. Warning notes are now visible while searching for the customer and after selecting the customer.
Opportunity
Service Managers requested the ability to display separate subtotals for labor and parts on Work Order Invoices and Quote Reports.
Solution
Added a setting to display separate subtotals for labor and parts on both Work Order Invoices and Quote Reports.
To enable the setting, open the wrench menu at the top of the screen and go to "Flyntlok" → "Flyntlok Settings". You can find this setting in the "Sales" section as a toggle called "Display detailed subtotal breakdown on report".
Complaint: Customers using Sage Intacct reported that some entries were posted multiple times. This issue occurred when multiple users initiated postings simultaneously, causing collisions and duplication of entries.
Cause/Correction: To prevent collisions and duplications, posting to Sage Intacct is now limited to one process at a time.
Complaint: Salespeople reported discrepancies in the final price shown on the Sales Order Report. When a Sales Order uses the “Consolidated Model Lines” setting and it includes the same models with different prices, the report mistakenly consolidates them, displaying the same price and leading to inaccurate calculations.
Cause/Correction: The model-consolidation was revised to ensure model lines are separated/distinct by both model and price, preventing mispricing and ensuring accurate reports.
Complaint: Salespeople noted that the links to quotes in the Quotes Expiration Notifications were not working.
Cause/Correction: Fixed.
Complaint: Users reported issues with payments for invoices from QuickBooks Online not syncing to Flyntlok consistently. Invoices in QuickBooks Online were being marked as paid, but this was not being reflected in Flyntlok.
Cause/Correction: Fixed.
Complaint: Sales managers requested that users not be able to change the customer on a paid invoice to an “Internal Customer”.
Cause/Correction: If any invoice has been paid for by an actual customer, the invoice’s customer cannot be changed to an “Internal Customer”.
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!
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!
Opportunity:
Service Managers at dealerships that service fleet-owned vehicles have requested the ability to associate a customer’s fleet card with a Work Order for a vehicle so that they can ensure that parts orders on that Work Order receive the appropriate fleet discounts from part vendors.
Solution:
For dealer locations that accept fleet cards, a selector has been added to the Work Order creation form that allows the user to select from a list of saved fleet cards for a customer. A new fleet card can be added by clicking the “+ New” icon next to the selector and filling out the form. On the Work Order dashboard, fleet card information is displayed in the customer section and can be edited. When Parts Orders are added to the Work Order, the fleet card is associated with the resulting invoice and can be used to receive vendor discounts the same as would be done on a standard Sales Order.
Opportunity:
Service Managers have requested the ability to require a note be entered when a job status is changed so that they can ensure processes are being followed correctly.
Solution:
A comment box has been added to the “Change Job Status” modal. This can be turned into a required input on the “Flyntlok Settings” page. The note entered into the text field will appear in the “Activity” slider.
Note: This feature is Flyntlok controlled, please contact your friendly Flyntlok consultant if you would like this feature added to your environment.
Opportunity:
Service Managers have stated that the inability to save and quickly apply custom filter configurations in the job scheduler results in a time-consuming process, as they have to reset filters for every session. This inefficiency hampers the scheduling of services and overall workflow management.
Solution:
To address this issue, a feature that allows the saving and quick application of custom filter layouts has been introduced. Users can now save their current filter settings under a unique name for easy identification and reuse as well as select, update, or delete saved filter layouts.
Continued Mobile Enhancements for CRM Leads - (Ticket #FD-2902)
Opportunity:
Salespeople have been requesting more extensive mobile support for our existing CRM Leads feature. This will help salespeople on-the-move keep up with their projects and log any changes that happen while they are away from their computers.
Solution:
So many new features for the Mobile Leads page! The editing and filtering functionality is now almost as exhaustive as the Desktop version.
Opportunity:
Salespeople have requested we add additional fields to the "All Leads" report that will display the Lead’s associated Machine(s) and associated Model(s).
Solution:
We have added Machine and Model Categories to the "All Leads" report, which will display the associated Machines/Models of a CRM Lead when available.
Opportunity:
Sales Managers have expressed the need to improve the handling of high-volume quantity model quotes and sales on the point-of-sale system.
Solution:
An option has been made available to present multiple model lines as quantities when printing or emailing a sales order. This should improve the readability and reduce the number of pages needed when displaying a high volume of the same model on a single sales order.
In this example, there are 10 machines of the same model that is being sold, with serialized machines allocated:
Opportunity:
Sales Managers have stated that when using kits, they are uncertain about how the order of items and models will be applied to a sales order. In some use cases, a specific arrangement of items is required to qualify for vendor credits, rebates, or other incentive programs. They have requested the ability for kits to be configured and saved in a specific order.
Solution:
The previous version did not maintain any specific list order when a kit was configured on an item, nor was there any way to know what it would look like when adding it to a sales order. This new feature introduces the ability to arrange kit items and models as needed. You can now move these lines up or down as needed by dragging and dropping the lines:
Opportunity:
On a printed Sales Order, there is an asterisk that appears on a line item that indicates the part was special ordered. Salespeople have requested we add this asterisk to the “Special Ordered” lines of the Packing Slip.
Solution:
We have added an asterisk to Special Ordered lines of the Packing Slip.
Opportunity:
Rental Managers have requested the ability to collect customer signatures using Clover devices to speed up the process of signing a Rental Contract.
Solution:
“Collect Signature” has been added as an option under the “Actions” dropdown on the Rental Dashboard. Clicking this will display a pop-up that allows the user to ask for a signature on the selected Clover device. Once the customer signs the device, a signed PDF copy of the contract is attached to the contract. The user also has the option now to see an unsigned copy of the rental contract under the “Actions” dropdown by clicking on “Print Lease Agreement.”
New Lead Phone Numbers not Recognized-(Ticket #50217)
Complaint:
Salespeople reported an issue where Flyntlok would sometimes misinterpret phone numbers provided by phone systems when creating new leads from phone calls.
Cause/Correction:
Fixed. Flyntlok will recognize phone numbers when creating leads regardless of whether or not the number supplied includes a (+) or a country code.
Kit Order Quantity Adjustment -(Ticket #50350, 50480)
Complaint:
Users were experiencing an issue where Inventory Kits were not correctly handling quantity on a Sales Order. When attempting to change the quantity of a Kit, Flyntlok would display an error message and the Kits quantity was not updated.
Cause/Correction:
Fixed.
Complaint:
Purchasers using the latest version of Outlook had reported an issue where they could not upload an .EML file as an attachment on a Purchase Order.
Cause/Correction:
Fixed.
Complaint:
Purchasing Managers had experienced an issue where Machine Purchase Plans were not being generated if the Model of the Machine had attachable options.
Cause/Correction:
Fixed.
Complaint:
Flyntlok users had reported an issue where a Machine’s external URL could not be cleared once set on the machine’s definition page.
Cause/Correction:
Fixed.
Complaint:
Service Managers had reported an issue where the "Performance" tab and "Info" tab on Work Orders were including Warranty jobs in the fee calculations.
Cause/Correction:
Fixed. Warranty jobs will no longer be factored into fee totals on the Info and Performance tab of Work Orders.
Complaint:
Salespeople had reported an issue where they were unable to load a Draft Purchase Order. When the user would attempt to create a draft PO from the Vendor Dashboard, Vendors with large data sets (over 16,000 Items) the page would time out and would result in a blank white screen.
Cause/Correction:
Fixed.
March 27th, 2024 Release Notes
Learn More at Flyntlok Dealer Management System
Check out our Flyntlok YouTube channel for more highlights of the application!
