360° EmailWith 360° Customer Contact, you have access to unlimited information and follow up for your customers. All follow up lists can be easily exported to mail merge with your favorite word processor for unlimited possibilities to communicate with your customers.
Every customer also has access to our FREE Email follow up system. Preset Email messages can be set to automatically trigger Email to any customer with an Email address on file. This can also be used in conjunction with our Postcard option. Customers without Email addresses on file can have postcards sent to them instead. Postcards are sent at an additional fee.
The software also exports to CustomerLink , MechanicNET, and CARFAX in a completely automated fashion.
Click on Tools.
Click on Location and then click on CRM Setup.
Choose your CRM provider.
The information in the general tab essentially becomes the signature on your Email.
Business Name - The is the name of your shop.
Business Owner - The name you want to appear as the contact person.
Business Phone - The phone number you would like the customer to call if required.
Business Email - This is the Email that responses to the message will be returned.
Feedback - This should contain a URL to a website feedback form. Alternatively, you can use an Email address. When using your Email address use the following syntax: mailto:email@domain.com.
The variables in the Setup can be adjusted for the number of days that the user wants to set for the Email to be sent for that criteria. If the number is set to 0 it will be disabled.
Reminder 1 - The number of days before the next scheduled visit the first reminder is to be sent.
Dear <Mailing Name>
Re: <year> <make> <model> License <plate>
Just a reminder!
When you were last in for service we set the next appointment date as:
<appointment date>
If this date is not convenient for you, please let us know. Otherwise we will confirm the appointment and send you a reminder the week before.
You can reach us at <phone> if we need to reschedule or to discuss any concerns you may have with the maintenance and repair of your vehicle.
Yours Truly
<Business Owner>
<Business Name>
<email>
Reminder 2 - The number of days before the next scheduled visit the second reminder is to be sent.
Dear <Mailing Name>
Re: <year> <make> <model> License <plate>
Just a reminder!
Your next service appointment has been set for:
<appointment date>
We look forward to seeing you in the near future. You can reach us at <phone> if we need to reschedule or to discuss any concerns you may have with the maintenance and repair of your vehicle.
Yours Truly
<Business Owner>
<Business Name>
<email>
No Show - The number of days before the customer will receive a notification that they missed their appointment.
Dear <Mailing Name>
Re: <year> <make> <model> License <plate>
Oops! We missed you!
We had you scheduled for service on your <model> for <appointment date>.
Please call us at <phone> to re-schedule your appointment or to discuss any concerns you may have with the maintenance and repair of your vehicle.
Yours Truly
<Business Owner>
<Business Name>
<email>
Thank You - The number of days before the customer will receive a thank you note after their visit is complete.
Dear <Mailing Name>
Re: <year> <make> <model> License <plate>
I just wanted to say; Thanks for the Business!
I understand you have lots of choice when it comes to selecting an Automotive Service Provider for your vehicle, and myself and the staff of <Business Name> want to say Thank You for giving us the opportunity to serve you.
Please click on this link to provide feedback or rate our service.
<URL / Email Feedback>
Your feedback is important to me to better serve you in the future.
I look forward to seeing you again, and myself or any of our staff are available at anytime to discuss any questions or concerns you may have in regard to the maintenance of your vehicle.
Yours Truly
<Business Owner>
<Business Name>
<email>
Deferred - The number of days after their last visit that a customer will receive a deferred work reminder.
Dear <Mailing Name>
Re: <year> <make> <model> License <plate>
When you were last in for service there were recommendations that we believe will improve the performance and operation of your vehicle when performed. The deferred items on the last service visit were:
<deferred item 1>
<deferred item 2>
<deferred item 3>
We would be happy to schedule an appointment at your convenience to remedy the deferred items. Please call <phone> to schedule an appointment or to discuss any concerns you may have with the maintenance and repair of your vehicle.
Yours Truly
<Business Owner>
<Business Name>
<email>
Inactive - The number of days without an invoice before a customer is considered inactive.
Inactive Interval - The number of days between each time the customer will receive an inactive message.
Dear <Mailing Name>
Re: <year> <make> <model> License <plate>
Just the other day I was thinking that I have not seen <mailing name> and their <model> for a while. So we looked up the service records and realized that your vehicle was last in for service on <last service date>. If this was the date of your last service, your <model> is due for an oil change and maintenance inspection based on the manufacturers suggested interval.
I would be happy to schedule an appointment to provide the oil change and maintenance inspection at your convenience. Please contact us at <phone> to schedule an appointment or to discuss any concerns you may have with the maintenance and repair of your vehicle.
Yours Truly
<Business Owner>
<Business Name>
<email>
Dead - The number of days without an invoice before you deem a customer dead. Dead customers cease to receive inactive messages.
Inactive
Example:
Inactive 90 Dead 365 Inactive Interval 90
Email will be sent 90 days after last service, and then 180, then 270, and then 360 and then it will stop because dead is 365 and the next interval is 450.
Inactive 90, Dead 180 Inactive Interval 60
Email will be sent 90 days after the last service, and then 150 but then it will stop because dead is set to 180 and the next interval is 210.
Tip:
To see examples of the Email merge templates click on their name above
or visit The
software's website.
Off - Select this box if you do not wish to use 360° Customer Contact
360° Email - Check this box if you want to use 360° Customer Contact. You must first contact Support to enable this option.
Show Statistics - Clicking on this link will provide you with a list of emails that were sent.
Tip: You may flag any customer to not receive
correspondence by clicking the Do
Not Mail option on the contact card. When a customer unsubscribes
from the option to do so in each Email message that is sent to them,
this flag will be automatically set.
Account Number - Your account number as supplied by CustomerLink.
Business Name - Drawn from the location contact card automatically.
Business Phone - Drawn from the location contact card automatically.
User Name - FTP user name as supplied by CustomerLink
Password - FTP password as supplied by CustomerLink
Port - Access port for FTP as supplied by CustomerLink. It will default to 21 .
Server Address - FTP address supplied by CustomerLink
Directory - The destination directory for the FTP destination. Left blank by default.
Passive Mode - Switch for passive FTP if required. Should be checked for CustomerLink.
Mode = User must select CustomerLink check box to initiate send authorization.
Once initiated, a warning dialog is displayed to confirm that you are sending data to CustomerLink at the request of the user.
Once set up, the data will be extracted nightly and the file is then automatically uploaded to the FTP site. The user does nothing after the initial set up, as it is all automated after that.
Shop Name - Your business location's name. This information is retrieved from the location manager's contact card.
Shop ID - Your ID with MechanicNET
Off - Select if you are not using MechanicNET.
MechanicNET - Select to enable the MechanicNET service.
CARFAX
(03:00)Service Facility ID: This field in not used. Leave it blank. When CARFAX is setup for you this is done in the background automatically.
Off: Turns the export to
CARFAX off.
CARFAX: When checked, turns
the export to CARFAX on. When you turn on CARFAX, you will be prompted
with the terms of service. You must agree to the terms of service
with CARFAX to enable this option. Make sure you read the terms of
service in detail and fully understand what data you are sending to
them before proceeding.
As a subscriber to CARFAX, you have the ability to type a plate in the vehicle card and have it retrieve the vehicle's VIN. This VIN will then be decoded to populate the vehicle card.
Please
contact your sale representative to have this feature enabled in your
database. You must agree terms of service before it be enabled.
Terms
of Service: When you agree to the
terms of service of the CARFAX integration you are agreeing that certain
vehicle and invoice data will be transferred to CARFAX on a regular
basis. This information will consist of:
Repair Order Date
Repair Order Number
Vehicle Identification Number
Vehicle License Plate Number
Vehicle License State/Province
Service Facility name, address and phone number
Vehicle Odometer
Vehicle year, make, model, sub model, engine
Service Package title description.
The labor
lines, parts lines, and dollar amounts WILL NOT be transferred to
CARFAX.
The customer's
name, address, and other personal information WILL NOT be transferred
to CARFAX.
Business Name: This information is acquired from your location manager contact.
Shop ID:
Business Address: This information is acquired from your location manager contact.
The variables in the Setup can be adjusted for the number of days that the user wants to set for the postcard to be sent for that criteria. If the number is set to 0 it will be disabled.
Reminder 1 - The number of days before the next scheduled visit the first reminder postcard is to be sent.
Reminder 2 - The number of days before the next scheduled visit the second reminder postcard is to be sent.
No Show - The number of days before the customer will receive a no show postcard that they missed their appointment.
Thank You - The number of days before the customer will receive a thank you postcard after their visit is complete.
Deferred - The number of days after their last visit that a customer will receive a deferred work postcard.
Inactive - The number of days without an invoice before a customer is considered inactive.
Inactive Interval - The number of days between each time the customer will receive an inactive postcard.
Dead - The number of days without an invoice before you deem a customer dead. Dead customers cease to receive inactive messages.
Inactive
Example:
Inactive 90 Dead 365 Inactive Interval 90
Email will be sent 90 days after last service, and then 180, then 270, and then 360 and then it will stop because dead is 365 and the next interval is 450.
Inactive 90, Dead 180 Inactive Interval 60
Email will be sent 90 days after the last service, and then 150 but then it will stop because dead is set to 180 and the next interval is 210.
Tip:
To see examples of the postcards merge templates click on the preview
icon beside each interval setting.
Off - Select this box if you do not wish to use 360° Customer Contact
On - Check this box if you want to use 360° Customer Contact. You must first contact Support to enable this option.
Tip: You may flag any customer to not receive
correspondence by clicking the Do
Not Mail option on the contact card. If you are using the Postcard
option in conjunction with 360 Email. All contacts with Email addresses
will be sent Email and only those contacts without Email addresses
will receive postcards.