Getting Started With Shopflow

Configuring an entirely new software can be an intimidating task. We're here to make that undertaking a bit easier. We'll walk you through customizing Shopflow to best fit your shop's needs.

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Setting Up Jobs, Parts, and Packages

‍Adding tasks

The job wall is where jobs such as refrets, inspections, setups, and crack repairs are found.  To customize available shop tasks, click ‘Admin’>’Tasks, Parts, and Packages.’ You’ll first be shown the ‘Job Wall.’ Here, you’ll see prepopulated categories with their respective job types. 

1. Add desired categories by clicking the ‘plus’ button next to the header. 
2. Make categories inactive by hovering over the category and toggling the category off. Rename the category by tapping the pencil button. The same functions are available at every sublevel of job type. Find ‘Inactive’ categories by scrolling to the bottom of the category list and inactive jobs at the bottom of their subcategories. 
3. Customize estimated job times and costs. Click into a desired job and edit the average time your shop takes to complete them once they’ve begun by tapping the first drop down box and selecting the appropriate time. Click the middle box to toggle between cost rate types. If you’d like to give estimates in ranges, select ‘Range’ or if your shop prefers flat rates, select ‘Flat.’ Input the cost your shop charges in the third box.  
4. Use the box in the left hand corner of the task view to highlight tasks

Adding Packages

Find the drop down list in the top right hand corner. Tap and select ‘Package Wall.’ Packages work as presets to group common jobs with parts required into one selection rather than selecting each individually. I.E. refrets into ‘remove frets’ ‘add fretwire’, ‘install frets’, ‘fret dress’ all grouped together.

1. Click the plus button next to Categories to add a new package. Name it and add a desired price. Click save to add it to the Packages Wall.
2. Find the package in the left panel. Click it to add tasks and parts. Search for desired tasks and click them to add to the package. Do the same for parts. 

Updating Parts Inventory

Toggle to the ‘Inventory’ selection of the drop down list. Inventory is where you’ll make available any parts to purchase from your shop. Shopflow is prepopulated with inventory categories. Customize and create categories and items the same way as tasks. 

1. Edit or add inventory items using the plus button next to the categories and subcategories
2. Preset the shop’s cost and the price you sell each item for
3. Input current inventory and update ‘On-hand quantity’ 

Note: If you wish to import preexisting job lists, contact us about proper formatting.

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Configure your administrative settings

Add Employees

1. Click 'Admin'>'Employees'
2. Click 'New Hire' and fill in the given employee fields. Select the employees security level to give them permissions to access customizable views.
3. Group employees by tapping 'New Group' and adding desired employees to a team.

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‍Input Company Preferences

1. Click 'Admin'>'Company'
2. Input your company details. You'll input your hourly bench rate in this space. Later, you'll see how this rate can be used in tandem with the timer function in the software to calculate the cost of a task given bench time.
3. Customize your email notifications from the 'Notifications' tab and shop terms from 'Terms of Service'
4. Configure 'System Settings' such as default shipping preferences, work order settings, limit what your techs can see at their bench, and more. 
5. Set up your ‘Rush Charges.’ Customize additional fees for expedited jobs.
6. Customize your end-of-job checklist in ‘Final Checklist.’ Once all jobs are complete for a given instrument, the tech will be prompted to complete this. 
7. Setup ‘Integrations.’ Link desired third-party integrations and setup Shopflow POS from here. For more on setting up Shopflow POS, click here. 

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Your Shopflow is now up and running. Learn how to check a customer in by creating your first work order here.