Initial Setup Wizard

The Initial Setup Wizard guides you through configuring all aspects of your shop. This comprehensive guide covers every setting to optimize your Worxflow experience.

Setup Progress Tracker

Track your setup completion:

Setup Progress:

• Account Created: 100% complete
• Business Info: 75% complete
• Services & Pricing: 50% complete
• Staff & Permissions: 25% complete
• Communications: 0% complete
• Integrations: 0% complete

Business Information

Shop Identity

Complete your business profile:

Shop Information Required:

• Legal Name: ABC Auto Repair LLC
• DBA: Mike's Auto Service (Doing Business As)
• Slogan: "Your Trusted Local Mechanic"
• Established: 1995
• Owner Name: Michael Johnson
• Business Type: LLC
• Number of Bays: 6 service bays
• Number of Technicians: 4 certified technicians
• Specializations:
  • European Vehicles
  • Diesel Repair
  • Performance Tuning

Insurance & Certifications

Insurance Information:

• Insurance Carrier: State Farm Business
• Policy Number: BUS-123456789
• Coverage Amount: $2,000,000
• Expiration Date: 12/31/2025

Business Certifications:

• AAA Approved Auto Repair
• ASE Blue Seal of Excellence
• NAPA AutoCare Center
• BG Products Certified
• EPA 609 Certified

Banking Information

For payment deposits:

Banking Information Required:

• Account Name: ABC Auto Repair LLC (must match business name)
• Account Type: Business Checking
• Routing Number: Your bank's routing number (securely encrypted)
• Account Number: Your account number (securely encrypted)
• Tax ID: 12-3456789 (your business EIN)

Payout Settings:

• Schedule: Daily, weekly, or monthly payouts
• Minimum Payout: $100.00 threshold before payout

Operating Hours & Calendar

Regular Business Hours

Set your standard operating hours:

Regular Hours:
  Monday:    8:00 AM - 6:00 PM
  Tuesday:   8:00 AM - 6:00 PM
  Wednesday: 8:00 AM - 6:00 PM
  Thursday:  8:00 AM - 6:00 PM
  Friday:    8:00 AM - 6:00 PM
  Saturday:  9:00 AM - 3:00 PM
  Sunday:    CLOSED

Appointment Hours: # Different from business hours
  Monday-Friday: 8:30 AM - 5:00 PM
  Saturday: 9:00 AM - 2:00 PM
  
Drop-off Hours:
  Available: 24/7 with key drop box

Holiday Schedule

Configure holidays and special hours:

Holiday	Date	Status	Special Hours
New Year's Day	Jan 1	Closed	-
Memorial Day	Last Mon in May	Open	9 AM - 2 PM
Independence Day	July 4	Closed	-
Labor Day	First Mon in Sept	Open	9 AM - 2 PM
Thanksgiving	4th Thu in Nov	Closed	-
Christmas	Dec 25	Closed	-

Vacation & Blackout Dates

Vacation and Blackout Dates:

Vacation Periods:

• Summer Vacation: July 1-7, 2025
• Message to Customers: "Closed for Summer Vacation"

Blackout Dates:

• March 15, 2025: Inventory Day (shop closed for inventory)
• September 20, 2025: Staff Training Day (shop closed for training)

Service Configuration

Service Categories

Organize your services into logical categories:

Service Categories:

Maintenance Services:

• Oil Changes
• Filter Services
• Fluid Services
• Tire Services

Repair Services:

• Brake Repair
• Engine Repair
• Transmission
• Electrical

Diagnostic Services:

• Computer Diagnostics
• Inspection Services
• Emissions Testing

Specialty Services:

• Performance Tuning
• Custom Exhaust
• Lift Kits

Labor Rates

Set up your labor rate structure:

Labor Rate Categories:

Standard Labor: $120.00/hour

• General repairs and maintenance work

Diagnostic Labor: $140.00/hour

• Diagnostic work and electrical repairs

Performance Labor: $150.00/hour

• Performance tuning and custom modifications

Express Service: $99.00/hour

• Quick service items like oil changes

Labor Policies:

• Minimum Charge: 0.5 hours (30 minute minimum)
• Labor Guarantee: 12 months or 12,000 miles

Parts Pricing

Configure parts markup and pricing:

Parts Markup:
  Default Markup: 35%
  
  Matrix Pricing:
    $0-$50: 100% markup
    $51-$100: 75% markup
    $101-$250: 50% markup
    $251-$500: 35% markup
    $500+: 25% markup
  
  Customer Types:
    Retail: Standard pricing
    Fleet: 20% discount
    Wholesale: Cost + 15%
    Employee: Cost + 10%

Staff Configuration

Role Templates

Define staff roles and permissions:

const roles = {
  "shopOwner": {
    "displayName": "Shop Owner",
    "permissions": ["*"], // All permissions
    "dashboardAccess": "full"
  },
  "serviceManager": {
    "displayName": "Service Manager",
    "permissions": [
      "appointments.*",
      "customers.*",
      "estimates.*",
      "invoices.view",
      "reports.operational"
    ],
    "dashboardAccess": "management"
  },
  "serviceAdvisor": {
    "displayName": "Service Advisor",
    "permissions": [
      "appointments.create",
      "appointments.edit",
      "customers.create",
      "customers.edit",
      "estimates.create"
    ],
    "dashboardAccess": "service"
  },
  "technician": {
    "displayName": "Technician",
    "permissions": [
      "appointments.view",
      "repairs.update",
      "inspections.create",
      "timeTracking.personal"
    ],
    "dashboardAccess": "technician"
  }
}

Commission Structure

Set up employee compensation:

Technician Commission:
  Type: Flat Rate
  Base Rate: $25/hour
  
  Performance Bonuses:
    Efficiency > 100%: +$5/hour
    Customer Rating > 4.5: +$50/month
    No Comebacks: +$100/month
  
Service Advisor Commission:
  Type: Sales Based
  Base: 1% of parts sales
  Labor: 2% of labor sales
  
  Bonuses:
    Monthly Sales > $50k: +$500
    CSI Score > 95%: +$250

Communication Settings

Automated Messages

Configure customer communication templates:

Appointment Reminders:
  24 Hours Before:
    Channel: SMS + Email
    Message: "Reminder: Your appointment at {ShopName} is tomorrow at {Time}"
  
  2 Hours Before:
    Channel: SMS
    Message: "See you soon! Your appointment is at {Time} today"

Service Updates:
  Vehicle Checked In:
    Message: "Your {Vehicle} has been checked in. We'll update you soon."
  
  Inspection Complete:
    Message: "Inspection complete. View findings: {Link}"
  
  Approval Needed:
    Message: "Your vehicle needs attention. Review and approve: {Link}"
  
  Work Complete:
    Message: "Your {Vehicle} is ready! Total: ${Amount}"

Notification Preferences

{
  "internalNotifications": {
    "newAppointment": ["email", "dashboard"],
    "appointmentCancelled": ["email", "sms", "dashboard"],
    "highValueRepair": ["email", "sms"],
    "negativeReview": ["email", "sms", "phone"]
  },
  "customerNotifications": {
    "appointmentConfirmation": true,
    "serviceReminders": true,
    "marketingMessages": false, // Opt-in required
    "loyaltyUpdates": true
  }
}

Loyalty Program Setup

Point Structure

Configure your rewards program:

Point Earning:
  Base Rate: $1 spent = 1 point
  
  Multipliers:
    Bronze Tier: 1x points
    Silver Tier: 1.5x points
    Gold Tier: 2x points
    Platinum Tier: 2.5x points
  
  Bonus Points:
    First Visit: 100 points
    Referral: 500 points
    Review: 50 points
    Birthday Month: 2x points

Point Redemption:
  100 points = $5 off
  500 points = $30 off
  1000 points = $75 off
  2000 points = Free oil change

Tier Benefits

{
  "tiers": {
    "bronze": {
      "requirement": 0,
      "benefits": [
        "Member pricing",
        "Email service reminders"
      ]
    },
    "silver": {
      "requirement": 750,
      "benefits": [
        "1.5x points",
        "Priority scheduling",
        "Free car wash with service"
      ]
    },
    "gold": {
      "requirement": 1500,
      "benefits": [
        "2x points",
        "10% discount on labor",
        "Free loaner vehicle"
      ]
    },
    "platinum": {
      "requirement": 3000,
      "benefits": [
        "2.5x points",
        "15% discount on all services",
        "VIP treatment",
        "Annual free inspection"
      ]
    }
  }
}

Integrations

Accounting Software

Connect your financial systems:

QuickBooks Integration:
  Status: Connected
  Sync Frequency: Daily
  
  Sync Settings:
    Invoices: Auto-sync
    Payments: Auto-sync
    Customers: Manual
    Inventory: Auto-sync
    
  Account Mapping:
    Sales: 4000 - Service Revenue
    Parts: 4100 - Parts Revenue
    Labor: 4200 - Labor Revenue
    Tax: 2300 - Sales Tax Payable

Marketing Tools

{
  "mailchimp": {
    "apiKey": "****-us6",
    "listId": "abc123",
    "syncCustomers": true,
    "triggers": {
      "newCustomer": "Welcome Series",
      "serviceComplete": "Follow-up Campaign",
      "birthdayMonth": "Birthday Offer"
    }
  },
  "googleMyBusiness": {
    "connected": true,
    "autoRespond": true,
    "postUpdates": true
  }
}

Setup Completion

Final Checklist

Review before going live:

Essential (Must Complete)

• Business hours configured
• At least 5 services added
• Payment processing connected
• Tax rates configured
• One staff member added
• Appointment types created

Recommended (Complete Week 1)

• All staff added
• Complete service menu
• Loyalty program configured
• Email templates customized
• Holiday schedule set
• Insurance info added

Advanced (Complete Month 1)

• Accounting integration
• Marketing automation
• Custom reports created
• Inventory system setup
• Performance goals set

Go Live!

Once ready, click "Complete Setup" to:

1. Enable customer bookings
2. Activate loyalty program
3. Start automated communications
4. Begin tracking analytics

Training & Support

Training Resources

• Video Series: Complete Setup Guide
• Webinar: Every Tuesday at 2 PM EST
• Documentation: You're reading it!
• One-on-One: Schedule with your success manager

Get Help

• Setup Hotline: 1-800-WORXFLOW ext. 2
• Live Chat: Click the help bubble
• Email: setup@worxflow.io
• Screen Share: Available on request

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Setup Complete!

Your shop is now fully configured. Next steps:

• Complete Shop Onboarding
• Explore Your Dashboard
• Set Up Service Catalog