Step 5: Complete Your Shop Setup

Congratulations! You're in the final step of setting up your shop on Worxflow. Let's review everything and get you launched.

Setup Checklist

Before completing onboarding, verify these critical items:

Shop Profile

Services & Pricing

Loyalty Program

Badges & Achievements

Final Configuration Steps

1. Staff Accounts

Create initial staff accounts with appropriate roles and permissions:

Owner: Full access to all features and dashboard
Manager: Can manage staff, view reports, and adjust settings with dashboard access
Service Advisor: Can handle customers, appointments, and estimates with dashboard access
Technician: Can access work orders and time tracking, primarily through mobile app

2. Notification Preferences

Configure system notifications for smooth operations:

Appointment Notifications:

Customer reminders sent 24 hours before appointments
Staff alerts 30 minutes before appointments
Confirmation required from customers

Service Notifications:

Status updates sent as work progresses
Completion alerts when service is finished
"Ready for pickup" notifications to customers

Marketing Notifications:

Promotional offers sent weekly
Newsletters sent monthly
Automatic birthday greetings to customers

3. Integration Connections

Connect essential integrations:

Integration	Purpose	Priority
Payment Gateway	Process payments	Required
SMS Provider	Text notifications	Required
Email Service	Email campaigns	Required
QuickBooks	Accounting sync	Recommended
Google Business	Online presence	Recommended
Parts Suppliers	Inventory	Optional

4. Test Customer Creation

Create a test customer to verify your complete workflow:

Test Customer Profile:

Name: Test Customer
Email: test@internal.worxflow
Phone: 555-0100
Vehicle: 2020 Toyota Camry
Test appointment for oil change tomorrow at 10:00 AM

This allows you to walk through the entire customer experience from booking to completion.

Launch Preparation

Pre-Launch Checklist

Technical Setup:

Content Ready:

Staff Training:

Soft Launch Strategy

Start with a controlled rollout to ensure everything works smoothly:

Week 1-2: Internal Testing

Users: Your staff, family, and friends
Focus: Testing workflow, finding bugs, gathering feedback
Capacity: Handle about 25% of normal volume

Week 3-4: Beta Customers

Users: Your most loyal customers and early adopters
Focus: User experience and system performance
Capacity: Increase to 50% of normal volume
Incentive: Offer 10% discount for beta participation

Week 5+: Full Launch

Users: All customers can access the new system
Focus: Growth and optimization
Capacity: Full 100% operation
Marketing: Launch full marketing campaign

Data Migration

If migrating from another system:

Import Priority Order

Customer Database
- Basic info
- Contact details
- Preferences
- History notes
Vehicle Records
- VIN/details
- Service history
- Maintenance schedule
- Current mileage
Service History
- Past invoices
- Repair records
- Recommendations
- Warranties
Financial Data
- Open invoices
- Payment history
- Account balances
- Loyalty points

Migration Tools Available

CSV Import:

Upload customer, vehicle, and service data via CSV files
Supports up to 10,000 records per file
Files must be in UTF-8 format

API Import:

Direct import through system endpoints
Rate limited to 100 records per minute
Processes in batches of 50 records

Manual Import:

Access through Dashboard > Settings > Import
Get assistance at support@worxflow.io

Go-Live Actions

Immediate Actions

Upon clicking "Complete Setup":

Account Activation
- Shop goes live
- Dashboard unlocked
- Features enabled
- Billing starts
Automatic Setup
- Welcome email sent
- Default settings applied
- Sample data removed
- Analytics tracking begins
Resource Access
- Support portal opened
- Training materials available
- API documentation accessible
- Community forum access

First 24 Hours

Critical tasks after go-live:

Welcome Dashboard

After completion, you'll see:

Quick Start Dashboard

Your welcome dashboard will show:

Getting Started Progress:

Setup completion status (typically 80% after onboarding)
Next steps like adding staff, importing customers, scheduling appointments, and customizing templates

Business Metrics:

Customer count (starts at 0)
Scheduled appointments (starts at 0)
Revenue tracking (starts at 0)
Customer satisfaction (will show once you have reviews)

Quick Action Shortcuts:

Add Customer
Create Appointment
New Service Order
View Reports

Resource Center

Access to essential resources:

Video Tutorials: 50+ training videos
Knowledge Base: 200+ articles
Best Practices: Industry guides
Templates: Email/SMS templates
Webinars: Weekly training sessions

Support & Assistance

Getting Help

Multiple support channels available:

Self-Service:

Documentation: docs.worxflow.io
Video Library: worxflow.io/videos
Community Forum: community.worxflow.io
FAQ: worxflow.io/faq

Direct Support:

Email: support@worxflow.io
Phone: 1-800-WORXFLOW
Live Chat: In dashboard
Screen Share: By appointment

Onboarding Success Manager

For the first 30 days, you'll have:

Dedicated success manager
Weekly check-in calls
Priority support queue
Custom training sessions
Performance review

Performance Optimization

Initial Settings

Recommended settings for new shops:

Appointment Settings:

15-minute buffer time between appointments
Maximum 20 appointments per day (adjust as needed)
Overbooking disabled initially for safety

Notification Settings:

Batch sending enabled for efficiency
Quiet hours from 9 PM to 8 AM
Throttled to 10 messages per minute

Performance Settings:

Aggressive caching enabled for speed
Content delivery network enabled
Data compression enabled

Monitoring Setup

Enable monitoring from day one:

Uptime Monitoring: 99.9% SLA
Performance Metrics: Page load times
Error Tracking: Automatic alerts
Usage Analytics: Customer behavior
Financial Reports: Daily summaries

Marketing Launch

Announcement Templates

Email Announcement:

Subject: We're Now on Worxflow! 

Dear [Customer Name],

We're excited to announce that [Shop Name] has upgraded 
to Worxflow - making it easier than ever to:

✓ Book appointments online 24/7
✓ Track your service history
✓ Earn rewards with every visit
✓ Get real-time repair updates

Book your next service: [booking link]

See you soon!
[Shop Name] Team

SMS Announcement:

[Shop Name] is now on Worxflow! 
Book online, earn rewards, track repairs. 
Your account is ready: [link]
Reply STOP to opt out.

Launch Promotion Ideas

Grand Opening: 20% off first service
Early Bird: First 50 customers get bonus points
Referral Bonus: Double points for referrals
Review Incentive: Free oil change for reviews
Social Contest: Share and win promotion

Success Metrics

30-Day Goals

Track these KPIs in your first month:

Metric	Target	Measure
Customer Adoption	50%	Active accounts
Online Bookings	30%	vs Phone bookings
Loyalty Enrollment	75%	New customers
Review Collection	20%	Completed services
Staff Efficiency	+15%	Jobs per day

90-Day Milestones

Fully digital workflow
Automated marketing active
Loyalty program engagement
Inventory management online
Financial reporting automated

Next Steps After Completion

Immediate (Day 1-7)

Complete staff onboarding
Import customer data
Configure email templates
Test complete workflow
Schedule first appointments

Short Term (Week 2-4)

Launch marketing campaign
Optimize service catalog
Refine loyalty program
Integrate accounting
Analyze initial metrics

Long Term (Month 2-3)

Advanced features setup
Custom integrations
Workflow automation
Performance optimization
Expansion planning

Completion Confirmation

Final Step Action

When you click "Complete Setup", the system:

Validates Your Setup:

Checks all required fields are completed
Ensures you have minimum services configured
Verifies payment method is set up
Confirms contact information

Creates Your Account:

Activates your shop account
Sets up your admin user privileges
Generates secure API keys
Configures system webhooks

Activates Your Service:

Redirects you to your full dashboard
Sends welcome email with resources
Starts your 30-day trial period

What Happens Next

Instant Access: Full dashboard immediately available
Welcome Package: Resources and guides sent via email
Account Review: Success manager contacts within 24 hours
First Invoice: Generated based on plan selection
Go Live: Shop is discoverable and bookable

Troubleshooting

Common Issues

Issue	Solution
Can't complete setup	Check all required fields
Payment fails	Verify card details
Email not received	Check spam, verify address
Features locked	Ensure setup completed
Data not saving	Check internet connection

Emergency Contacts

Technical Issues: tech@worxflow.io
Billing Questions: billing@worxflow.io
Urgent Support: 1-800-WORXFLOW (24/7)

Congratulations!

You've successfully set up your shop on Worxflow! Your journey to modernized shop management begins now. Welcome to the Worxflow family!

Setup Checklist​

Shop Profile​

Services & Pricing​

Loyalty Program​

Badges & Achievements​

Final Configuration Steps​

1. Staff Accounts​

2. Notification Preferences​

3. Integration Connections​

4. Test Customer Creation​

Launch Preparation​

Pre-Launch Checklist​

Soft Launch Strategy​

Data Migration​

Import Priority Order​

Migration Tools Available​

Go-Live Actions​

Immediate Actions​

First 24 Hours​

Welcome Dashboard​

Quick Start Dashboard​

Resource Center​

Support & Assistance​

Getting Help​

Onboarding Success Manager​

Performance Optimization​

Initial Settings​

Monitoring Setup​

Marketing Launch​

Announcement Templates​

Launch Promotion Ideas​

Success Metrics​

30-Day Goals​

90-Day Milestones​

Next Steps After Completion​

Immediate (Day 1-7)​

Short Term (Week 2-4)​

Long Term (Month 2-3)​

Completion Confirmation​

Final Step Action​

What Happens Next​

Troubleshooting​

Common Issues​

Emergency Contacts​

Congratulations!​

Related Documentation​