OpenFlex - User Guide - Manager – OpenFlex │Help Center

1. Dashboard actions

2. Stock management

3. Management

Manager – Role and attributions

•The manager is responsible for management and analysis.

•They validate trade-in estimates submitted by their colleagues.

•They oversee salespeople and ensure they adhere to customer service procedures (follow-up, reminders and appointment management) in the Management menu.

•They optimise stock levels (NV/DV/UV) by updating prices, managing publications and creating stock lists (Vehicles menu).

•They base their activity on the indicators written in the Management module.

1. Dashboard actions

Dashboard actions:

The homepage dashboard allows you to centralise key business activity information and quickly access important actions.

It provides a concise overview of current activity and makes it easy to navigate to items that need monitoring.

From the dashboard, you can:

- access custom shortcuts to quickly find saved searches or views;

- consult general information related to business activity;

- access opportunities, clients or vehicles directly from the available tabs.

Diary:

The calendar, located on the right of the screen, allows you to:

- view upcoming appointments and events;

- add a personal event;

- follow up on follow-ups related to opportunities.

Validate a trade-in estimate:

•Click on the 'Trade-ins awaiting validation' button.

•Estimates awaiting price validation are listed by request date. You can validate or refuse a trade-in price on this page.

Find directly a trade-in estimate by using the search bar and the filters.

By pressing "Add a filter", you can refine the search.

Update UVs selling price:

•Click on the Price update pending validation button.

•The vehicles for which the selling price must be set are listed alongside new price proposals. You can validate or refuse them directly by consulting the list.

•You can find more details about the price by clicking on "See price details":

Use filters to list vehicles by price update type (automatic, to be validated, validated or refused).

Additional filters are available to refine the displayed results.

Order an NV from the manufacturer:

When a customer orders an NV that is not available in stock, its configuration can be viewed by clicking on the 'Vehicles to order from the factory' button.

From the list displayed, select the vehicle you wish to order to view its configuration. You can then simply reproduce this configuration in the manufacturer's tool to place your order.
Please ensure you enter the manufacturer's order number in the "Internal Number " field.

Once the information has been entered, click the "Validate" button at the bottom of the page.

Follow deliveries to come:

Click on the button labelled ‘Vehicles to be prepared for delivery’ to view the list of vehicles that will be delivered shortly.

Diary: view appointments.

The agenda is visible from the home page.

Events taking place soon are shown at the top of the calendar (1).
The events planned for the following week are mentioned in the 'Later on' section (2).

Diary: add a personal appontment.

Add a personal appointment by clicking on the « New event » button in the agenda.

Specify the title and the kind of event before creating it.

Click « Create the event ».

Access the agenda:

All information recorded in the agenda is visible by clicking on "See My diary".

Process in-progress reminders:

Reminders to be processed are visible directly in the agenda on the homepage. Click on a prospect's name to access their detailed customer form or click on the opportunity to view the summary of the deal and its history.

Once the customer has been contacted, tick the corresponding box to indicate that the task has been completed. You will need to fill in a report to keep a record of this exchange.

You can also modify the reminder if you wish.

Once the reminder is complete, press Closing the event.

2. Stock management

Search for vehicles:

The "Vehicles" menu shows all the different vehicles that are available.

(1) The search area allows you to find directly the vehicles by entering key information (brand, model, registration number or chassis number).

(2) The 'Display' area allows you to define the wanted vehicle category (NV, DV or UV).

(3) You can then sort the results according to certain criteria.

(4) You will be able to add one (or several) filter(s) to increase the relevance of the displayed results.

(5) To preserve your filtering configuration, save your search for future use.

When the vehicle you are searching for is displayed, click on its photo to view its details.

Save searches:

You can save your search so that it can be displayed as a tile on your home screen.

You need to name the search.

You also have the option to share your search:

You also have the option to share your search.

You can save your search so that it can be displayed as a tile on your home screen.

Once your search is configured, press the “Save search” button.

Access vehicle information:

Several menus are available for: viewing vehicle information, adding equipment and additional services, editing administrative documents, and managing publications.

You can find the essential data on the vehicle in the 'Syntesis' section.

The price, opportunities and additional information about the vehicle are available in this area. (Scroll down).

Book a test drive:

You can schedule a test drive appointment directly through an opportunity or a vehicle with a "Physical Entry" status.

Create a new opportunity linked to this test drive or create the test in an already-existing opportunity.

As a manager, you can designate the name of the collaborator who will accompany the customer during the trial.

Print documents:

Click on the « Print » button. The print button may only be visible on the button with the three dots.

Select the documents that you wish to edit. Then click on the « Print » button.

Modify a vehicle:

Click on the « Modify » button.

You can modify vehicle information and technical specifications.

Update prices:

To update the selling price, go to the vehicle file and click on the 'See details' field (automatic price update required).

From the Details tab, click Update price.

Add pictures:

In the 'Others' section, select the 'Visuals' menu.

Add the images corresponding to the templates.

Manage Publications:

Reminder: you can access the publications parameters from the home page by clicking on your initials.

Requirements to make vehicles eligible for publication are indicated in this menu.

However, you can manually modify the publication configuration by managing the list of advertisers from the vehicle record via the 'Publications' menu.

Create a New Vehicle:

Click on the 'Vehicles' menu.

Configure an NV by entering the vehicle make and model name.

Next, click 'Next' to select the trim.

At this stage, you can view the list of equipment available for each trim level.

To find out which trim a piece of equipment is available for, enter its name in the search bar.

Select a trim to proceed to the next step.

You will then need to choose an engine and transmission type.

The results displayed can be filtered (gearbox/power/number of doors/transmission).

During the design stage, choose the exterior and interior colours, as well as the saddlery.

Finally, you can select one or more options and/or pieces of equipment before completing the configuration of the elements mounted on the vehicle.

Search for equipment manually by entering its wording or reference number.

You can add more services before finalising the vehicle configuration (Ex: extension of warranty / maintenance contract).

Search for a service manually by entering its wording or reference number.

Addition of a personalised service/benefit.

To confirm your order, save it.

It is recommended that you add some additional information to the synthesis.

Example: internal vehicle number, owner's point of sale, factory code, etc.

Create stock lists using filters:

To help with stock management at your dealership, you can save vehicle lists. For example, a list of the UVs that have been physically received, sorted by date.

In the 'Display' section, select the 'All UVs' filter and choose the 'Physical entry' status for all destinations combined.

Sort the results if you wish.

Save search.

You then have access to all your saved searches.

Management:

Access Management menu dashboard:

This tab allows you to track and analyse commercial activity through various performance indicators, by point of sale or by employee.

Follow-up activity:

This tab allows you to view and analyse commercial activity in real time, by point of sale or by employee, using key performance indicators.

You can also refine your search using the filters provided.

Sales objectives:

This tab enables you to define, track and analyse sales targets, distinguishing between activities relating to new/demo vehicles and used vehicles, and the associated level of achievement.

You can also refine your search using the filters provided. Sales targets are obviously customisable.

Dashboard:

The Dashboard tab allows you to view performance indicators and summary statistics (opportunities, trade-ins, stock, used vehicles, etc.) through dynamic graphs and customisable filters.