ShopControl User Manual

1Getting started

ShopControl is Concept Autobody's shop management system. The office uses the full program on the shop computers; technicians use the Employee App, a phone-friendly version built for checklists, photos, time off and messages. Both use the same login.

Opening ShopControl

• Employee App (phones): go to https://conceptautobody.app in Safari or Chrome. It works anywhere you have internet, in the shop or not.
• Office computers (full program): open https://shopcontrol.conceptauto.local in Chrome or Edge. This address only works on the shop network. The Employee App is also under Other Screens → Employee app in the left menu.

Finding help

• Office computers: click Admin & Help → Help in the left menu to read this manual inside ShopControl. Use Download Word copy to print it.
• Employee App: Staff Hub → User manual.
• Type a word or two about what you need in the search box at the top of the manual to see just the sections that cover it.

Put the app on your phone's home screen

Do this once and the app opens like any other app, with the Concept Autobody icon.

1. iPhone: open https://conceptautobody.app in Safari, tap the Share button (square with an arrow), then Add to Home Screen, then Add.
2. Android: open https://conceptautobody.app in Chrome, tap the ⋮ menu, then Add to Home screen (or Install app), then Add.

Logging in

1. Enter the username and password the office gave you.
2. Tap Sign in (Employee App) or click Log In (office computers).
3. First time signing in: the password the office gave you is temporary. ShopControl asks you to choose your own password (at least 8 characters, typed twice) before you can do anything else. Pick something only you know.
4. If you forget your password, click Forgot password? on the office login and enter your username. If your account has an email address, a reset link is emailed to you. It works from your phone and expires in 30 minutes. Otherwise ask an admin to reset it.

Staying up to date

ShopControl refreshes itself every 20 seconds, so you'll see other people's changes without doing anything. When the program itself is updated, refresh the page once to load the new version. If something looks old or broken after an update, press Ctrl+F5 on a computer.

Who can do what

What you can see and change depends on your role, set by an admin in Employees:

Separately, each employee can have a QC Department (Check-In, Teardown, Body, Paint, Reassy or Final QC). That decides which checklist opens for them in the Employee App, and it lets anyone with a department fill out QC checklists.

2The Employee App (technicians)

The Employee App is what technicians use day to day. Everything saves to the same ShopControl the office sees.

Home screen

• Next up: the cars the office put on your list from the Tech Board, in the order to work them. 🔥 Hot cars are first, then cars rolled over from earlier days (marked Rolled over · 2 days and so on). Any Tech (or Any Painter) means whoever in your department gets to it first. A car stays on your list until your department's QC for it is fully checked and signed; if items are left unchecked, it stays. Tap In the shop to see every onsite car.
• In the shop: every vehicle marked onsite, with its picture, RO number, customer and stage. The ring on the right shows how much of your department's checklist is done for that car.
• Search: type an RO number, customer name or vehicle to find any open job, even one that isn't onsite.
• Staff Hub button: time off, missed punches, payroll corrections, mailbox, company info and this manual.
• Envelope icon: your mailbox. A red number means unread messages. A message saying your request was approved or denied has a View my request button.
• Bell icon: core-return alerts and, for the office, new requests to review. Tap Open parts or Open request to go straight to it (the request is highlighted). Tapping a phone alert does the same.
• Exit icon (top right): sign out.
• Español / English button (top of the screen): switches the app between English and Spanish.

Spanish (Español)

Tap Español at the top of the sign-in screen, the home screen or the Staff Hub to switch the whole app to Spanish: menus, buttons, messages, every QC checklist item, part statuses, production stages and the time-off form. Tap English to switch back. Each phone remembers its choice.

Everything is still saved in English. Checklists save which items were checked, not the words on screen, so the office program, the QC report and Completed Jobs always show the English checklist, whichever language the tech used. Time-off types, rework choices and stages also save in English.

Doing your QC checklist

1. Tap a vehicle on the home screen.
2. Tap the big colored button with your department's name (for example Body QC).
3. Tap each item as you complete it. It turns colored with a check mark and shows Checked by your name. Tap again to undo.
4. Some items have a box to fill in (for example the A/C center vent temperature on Check-In).
5. Add Notes for the next department if needed.
6. Tap Sign & finish when you're done.

Body technicians tear down and reassemble the cars they work on, so every body tech automatically gets three big buttons on every car: Teardown QC, Body QC and Reassy QC. If someone else tore the car down, they sign Teardown QC themselves: give them the Teardown department (or Teardown as an extra checklist) in Employees. The same goes for Check-In: whoever checks cars in often does the final QC too, so they get Check-In QC and Final QC. If you cover another department too, the office can add that checklist to your account and it shows as another button.

Signing and rework

1. The finish screen shows any items still unchecked, how many items you checked (that's what your signature covers) and anyone who has already signed this checklist.
2. Choose No, all good or Yes, needs rework. For rework, write what needs fixing, who it's assigned to, and a due date.
3. Take a photo of the car in the stall (required). Tap Retake photo to redo it.
4. Sign in the white box with your finger (tap Clear signature to redo).
5. Tap Submit QC. A completed checklist gets a celebration screen.

More than one person can work on and sign the same checklist. Every signature is kept, with the items that person checked. If you sign the same checklist again, your new signature replaces your earlier one.

Open rework shows on the vehicle screen for everyone. When the fix is done, tap Mark rework done.

Other departments' checklists

On the vehicle screen, Other departments shows each department's progress on that car. Tap one to view it, or to fill it out if you're helping cover that department.

Photos and parts

• Photos: tap Take a photo to use the camera, or Choose a file for pictures and PDFs. Add a caption first if you like. Photos attach to the job and the office sees them in ShopControl. Each photo shows when it was taken (or added, if the phone didn't say). Uploaded the wrong one? Tap the ✕ on it and Delete photo. You can delete your own photos; the office can delete any. Every deletion is recorded in the Activity Log.
• Parts search: on a car's Parts screen, type a part name or part number to find it (dashes and spaces don't matter, so 521190R938 finds #52119-0R938).
• Parts: every part on the RO with its status and where it is. The car's parts cart shows at the top (and on the Parts button, for example Cart #13 · 4/5 here). Each part shows its spot with a 📍, like Cart #13 · Shelf 2, #3 A · Black Shelves Wall or Receiving Bumpers · Bumper Racks. A part that has arrived but hasn't been put away yet says Here, not put away yet · ask parts. Parts that need attention (late, backordered, wrong part, return needed) are marked in red.

All Next Up (office and managers)

Office staff and managers get an All Next Up button on the app's home screen. By car lists every car on today's board in order, with who's on each department (for example Body: Jairo or Paint: Any painter). By tech shows each tech's next-up list, so when someone asks "what's next?" you can tell them. Tap a car to pick who's on each department, mark it 🔥 hot, or take it off the board; + Add a car to the board puts an onsite car with an RO on it. Change the order on the desktop Tech Board.

3Staff Hub: time off, missed punches, payroll corrections, mailbox and company info

Open it from the Staff Hub button on the Employee App home screen.

Requesting time off

1. Tap Request time off. Your name fills in automatically.
2. Choose the type: Sick, Vacation, Bereavement, Time off without pay, Military, Jury duty, Maternity/Paternity or Other. For Other, write in the reason.
3. Pick the first day and last day.
4. For part of one day (for example leaving at 2 PM), check Partial day and enter the from and to times.
5. Add notes if the office should know anything, then tap Submit request.

The office and admins are emailed right away. Only an approver (Josh, Vinny or Mickey) can approve or deny a request. You'll get a message in your mailbox (and an email if your account has one) when it's decided. The subject says APPROVED or DENIED.

Missed punch

Use this instead of the paper missed punch slip when you forgot to clock in or out. Missed punches are paid on the following payroll, and payroll runs Thursday to Wednesday, so send your slip before the next payroll to get paid.

1. Tap Missed punch. Your name fills in automatically.
2. Pick the date. The app shows which payroll week (Thursday to Wednesday) it falls in.
3. Enter the whole day as accurately as you can: Time in, Time out (lunch), Time in (lunch) and Time out. All four are required, since everyone takes a lunch.
4. Add a note if it helps (for example "Forgot to clock out for lunch"), type your initials to confirm the times, and tap Submit missed punch.

The office and admins are emailed right away. Only an approver (Josh, Vinny or Mickey) can approve or deny it, and you'll get a mailbox message (and an email) with APPROVED or DENIED. You can send one slip per day; to fix a mistake, cancel it under My requests and send a new one.

Payroll correction

If you think there's an error on your payroll check, send a payroll correction as soon as possible. Verbal inquiries are not accepted. An approver's approval takes the place of your supervisor's signature. Corrections should be done within three working days; if it will take longer, you'll be told how long.

1. Tap Payroll correction. Your name fills in automatically.
2. Enter your phone number (and your employee # if you know it). Your phone remembers them for next time.
3. Under Dates in question, enter each day: the date, the hours you actually worked (from and to), and the total hours. Total hours fills in from your times; change it if it's different (for example after lunch). Tap Add another day for more, up to 5.
4. The Hours in question total adds up by itself. Fill in Program(s) if it applies.
5. Explain why you feel the error was made (for example "I forgot to clock in/out and forgot to tell my supervisor").
6. Choose Adjust my next payroll check or Issue me a separate check (if applicable).
7. Type your full name to sign, then tap Submit payroll correction.

The office and admins are emailed right away. You'll get a mailbox message (and an email) with APPROVED or DENIED. You can cancel it under My requests while it's still waiting.

Approving time off, missed punches and payroll corrections on your phone (admins and owners)

1. Open Staff Hub → Approve requests. The tile, and the Staff Hub button, show how many requests are waiting.
2. Tap Approve or Deny on a request, add an optional note to the employee, and confirm.
3. Missed punch slips show the date, every time, the payroll week and the employee's initials. Payroll corrections show each day and its hours, the reason, how it should be paid, and the employee's phone.
4. The employee gets a mailbox message and an email, and the office gets an email with APPROVED or DENIED in the subject. Recently decided below shows the last decisions.

Checking your requests

My requests shows each time-off request, missed punch slip and payroll correction as Waiting for approval, Approved or Denied, with the approver's note. You can cancel a request while it's still waiting.

Mailbox

• Messages from the office show here. Unread ones have an orange dot and are counted on the envelope icon.
• Tap a message to read it, then Reply to answer the sender.
• Tap the pencil icon to write a new message. Technicians can message the office; office staff and admins can message a person, a department, the office, or everyone.

Company info and this manual

Company info holds shop information the office posts (hours, contacts, policies). User manual opens this guide.

Sales calls

Everyone takes a turn on marketing calls: one person a week, in rotation. Open Staff Hub → Sales calls to see who is on this week, how many calls you've written up toward the goal, and your planned visits and follow-ups.

• Write up a call after every phone call, visit or meeting, the same day. Fill in who you talked to, what was talked about, how interested they are (Hot, Warm, Cold, Not interested), who they use now, any concerns, what you left with them, what we promised them, and anything the shop needs to do.
• Got a business card? Tap Add a business card under the contact details and take the front (and the back if it has anything on it). It's saved with the call and emailed to Josh for the company directory. Pick Josh + office staff to send it to the office too.
• Tick Plan a follow-up at the bottom to put the next call or visit on the calendar.
• Plan a visit puts a visit, lunch or meeting on the calendar ahead of time. When it's done, tap Write it up.

When you're on calls you get an email Monday morning, and you get one on any morning a follow-up you planned is due.

4Finding a vehicle

The Find a vehicle box at the top of every office screen finds any car ShopControl has ever had: opportunities, cars in production, and delivered or total-loss jobs. Click it (or press / or Ctrl+K from anywhere) and start typing.

• Search by RO or estimate number, customer name, year / make / model, color, VIN (even just the last 6), license plate, claim number, insurance company or estimator.
• Type more than one word to narrow it down, for example camry silver or toyota lopez.
• Cars still in the shop are listed first, each with its stage (for example Paint · on site). Opportunities are marked Opportunity. Finished cars show Delivered with the date.
• Click a result, or use the arrow keys and press Enter. A car in the shop opens its job window (with Open full Shop Control job and QC report). A finished car opens its file in Completed Jobs.
• Press Esc to clear the search.

5Dashboard

The first screen in ShopControl. Every number is a shortcut: click a tile to jump to that list.

• Booth Filter Countdown at the top: days left before the paint booth filters are due (30-day cycle). Green is fine, yellow is due soon, red is overdue or not recorded. Use Reset Filter Countdown after changing filters.
• Arrivals and jobs: scheduled arrivals, cars on the road, open opportunities, active jobs, must-move and delivery-today counts.
• Needs attention: estimates and supplements needed, management help, customer updates needed, cars sitting too long, overdue tasks, QC failures.
• Parts: Parts Problems (counted by vehicle), Parts Not Arrived On Time, Parts No RO Yet, parts needing return or mirror match, parts value on site and parts 25+ days on site.
• Time Off, Punches & Payroll Pending (office and admins only).

6Jobs and the Daily GO List

Every vehicle is a job. The Daily GO List is the full list; the boards are visual views of the same jobs. Change a job anywhere and it changes everywhere.

RO numbers

• A real RO number is all digits (normally 5, like 17944). A job with a 5-digit RO is an active job.
• Estimates that don't have an RO yet show CCC's file number instead (letters and numbers, like 0a7fce43). Those are opportunities: they can't be marked onsite or scheduled until they get a 5-digit RO.
• An RO number can only be on one job. If you type an RO that's already on another job, ShopControl stops you and tells you which job has it. Check the RO in CCC.

Adding or editing a job

1. Go to Daily GO List and open Add or edit job, or click a job's Edit button.
2. Fill in RO, customer, vehicle, stage, priority, who's responsible and today's goal.
3. Check Vehicle is physically onsite when the car is in the shop.
4. Click Save.

Use the view list next to the search box to filter: active onsite jobs, must move today, estimates needed, customer updates needed, and more.

Customer updates

Every customer gets updated on a schedule, and ShopControl reminds you:

• First call within 24 hours of the car being marked onsite, so they know we're on it.
• Then every 2 days for jobs under $4,000, and every 3 days for jobs $4,000 and up or flagged Structural repair.

1. Call or text the customer.
2. Set Customer Updated to Yes on the job and save.
3. When the next update is due, ShopControl switches it back to No by itself and the car shows under Customer Updates Needed on the dashboard.

The job form shows when the customer was last updated and when the next update is due.

Follow-up calls after delivery

At the bottom of Customer Service → Customer Updates, Follow-up calls lists customers to call 2 shop days after their car was delivered (cars that were in the shop 2 days or more). Make sure they're completely happy with the repair, and ask happy customers to leave us a review.

1. Call the customer. Tick Asked for a review if you asked.
2. Click 😊 Happy, 😟 Not happy (write what's wrong first) or No answer. No answer brings the car back the next shop day, up to 3 tries. Don't call takes it off the list.
3. Not happy alerts Josh, Vinny and Mickey in the app and by email. The car stays at the top of the list until someone clicks ✓ Resolved.

7Production, Delivery and Planning boards

Production Board

Every onsite car as a card in a column for its stage (Check-In, Tear Down, Body, Paint, Assembly, Detail, QC, Ready for Delivery and more). Each card shows the vehicle picture, RO, customer, value, hours, technicians, dates and flags.

• Move a car: drag its card to another column, or click the card and change the stage.
• Edit a car: click its card. The window has everything: insurance, estimator, hours, dates, technicians, flags and card color.
• Card colors (pay type, must go, problem job, etc.) are set in Board Settings.
• Filters: search, location, insurance, technician and sort. More filters adds estimator, due date, payment and flags. Icons only shrinks flag labels to icons when the board is crowded.

Vehicle pictures

Each card shows a picture of the vehicle type in its color, guessed automatically from the CCC vehicle description. To change it, click the card and use Vehicle picture: pick the Type and a color swatch. The preview updates as you choose. A (Auto) goes back to the automatic guess.

Delivery and Planning boards

• Delivery Board: cars from Ready for Delivery through pre-close, confirming payment, delivery scheduled and delivered/paid.
• Planning Board: upcoming work by week (Unscheduled, This Week, Next Week, 2 and 3 Weeks Out, Future / Holding).
• Opportunities: estimates without an RO. Follow up, assign an RO, then schedule arrival.
• Calendar: appointments (drop-offs, pickups, etc.) linked to jobs, by day, week, month or list.

Calling capture opportunities

An estimate without an RO is a capture opportunity: a customer to call so the repair gets booked. Every weekday morning, office staff (owners, admins, managers and office) see every customer due a call that day, last calls first, in the Capture calls section of their Morning briefing email.

• The first reminder comes 2 days after the estimate, then every 2 days, 3 reminders at most. A customer is on at most 3 mornings' emails; after that, ShopControl stops listing them.
• Log every call. Under Opportunities, click Log call on the customer's row, choose how it went and add notes. Logging a call pushes the next reminder 2 days out.
• Choosing Customer declined stops the reminders right away.
• The Customer calls column shows the last call, who made it, and how many reminders have gone out.
• Reminders stop on their own once the job gets a 5-digit RO, or is marked No Show, Delivered or Total Loss.

TV display

The shop TV shows the Production Board full screen and scrolls through the columns by itself. It reloads every 3 hours to pick up updates. Updated 2:41 PM in the bottom-right corner shows when the board last got fresh data (it refreshes every 20 seconds). If it can't reach the server, the corner turns red and says reconnecting; it catches up on its own once the connection is back. To open it on a computer, click Other Screens → TV display in the left menu.

Shop touch board

The touch screen in the shop shows the same Production Board as the TV, and technicians use it to move cars to their next stage. There are two ways:

Drag it

1. Press and hold the car for a moment until it lifts off the board.
2. Drag it onto the stage column it's moving to (the column lights up orange) and let go. To reach a column that's off screen, hold the car near the left or right edge and the board slides over.
3. Tap your name. Names of the techs assigned to the car are at the top.
4. The car moves and a green banner confirms it.

Or tap it

1. Tap the car.
2. Tap the big orange button to move it to its usual next stage (for example Move to Paint), or tap any other stage.
3. Tap your name. Names of the techs assigned to the car are at the top.
4. The car moves and a green banner confirms it. Tapped the wrong thing? Tap Undo on the banner within 15 seconds.

Every move is saved under the name that was tapped, for example Luis S (shop board), and shows in the car's production timeline in Completed Jobs. The board holds still for 90 seconds after anyone touches it, then goes back to paging through the columns. If nobody finishes a move, the move screen closes by itself after a minute.

Setting up the shop touch board (admins)

1. In Employees, add an account (for example username shopboard, name Shop Board) with the role Shop board (touch screen: moves cars only).
2. On the touch screen, open ShopControl (https://shopcontrol.conceptauto.local on the shop network, or https://conceptautobody.app/index.html) and sign in with that account. It opens straight to the Production Board, full screen.
3. It stays signed in, refreshes every 20 seconds and reloads every 3 hours, just like the TV.

Tech Board

Boards & Calendar → Tech Board is where the office sets each tech's work for the day.

1. Drag a car from the Production Board section at the bottom onto TODAY (or click the car).
2. Check who needs to complete their work on it today: Any Tech / Any Painter for everyone in that department, and/or individual techs (for example Nacho for a Nacho special, Jesse for commercial).
3. Click Save. The card springs back to its place on the board, and the car goes on those techs' Next up list in the Employee App.
4. Drag the rows in TODAY to set the order. Click Make hot to put a car at the top of everyone's list.
5. Click Edit to change who's on it, or Remove to take it off.

Each department chip shows its progress. A department is done when its QC checklist for the car is fully checked and signed (signed after the car was put on the board); then it comes off those techs' lists. Cars finished today stay on the board, faded, until tomorrow. Anything not finished rolls over to the next day by itself, marked Rolled over · 2 days (and so on), and stays above the day's new cars on everyone's list until it's done. At 5:00 PM Monday to Friday, every hot car that isn't finished is emailed to the techs on it (everyone in the department for Any Tech) and to office staff, managers, admins and owners. By department shows a column for Body, Paint, Reassy and so on; Show on TV puts just those columns on the screen, full size. Techs come from Employees: each active person is listed under their QC department, their role (Body tech → Body and Reassy, Painter → Paint, QC → Final QC) and any extra checklists set on their account.

8CCC estimates coming into ShopControl

When an estimate or supplement is saved in CCC, ShopControl picks it up automatically within about a minute:

• A new estimate creates a job (an opportunity until it has an RO), with parts from the estimate lines.
• A supplement updates the same job: amount, customer, vehicle and any new parts. It never creates a duplicate.
• When CCC assigns the real RO number, the job and its parts move over to that RO.
• Commercial / fleet jobs use the company name (for example Ceres Unified) as the customer.
• Closed ROs are ignored. If CCC re-sends an RO after the car left (a payment or insurance edit), ShopControl does not bring the job back or re-add its parts.

If an estimate doesn't show up, re-save it in CCC. The CCC Import tab also lets you upload CCC files by hand.

9Parts

The Parts tab lists parts grouped by vehicle. Use the view list to switch between all open parts, need to order, ordered, backordered, received, need mirror match, returns, Parts Problems, Not Arrived On Time and No RO Yet.

What counts as a problem

Each part is judged on its own, so one late part out of twenty counts as one problem. A part is a problem if it's past its ETA and not received, backordered, wrong, needs a return or credit, received but not mirror matched (only once the car is on site on the Production Board; parts for cars still on the road or for opportunities wait until the car arrives), or still Need to Order on a car with an RO. Click a car to open its parts; the search box at the top finds a part by name or part number. The Problems column shows how many parts on each car need attention, and opening a car from Parts Problems shows just those parts with the reason next to each.

• No RO Yet: parts for estimates that don't have an RO. They're kept out of Parts Problems until the car is confirmed.
• Not Arrived On Time: ordered parts whose ETA date has passed without being received.

Ordering parts

1. Click Open Parts on a vehicle.
2. Select the parts (or Select all parts).
3. Click Order Selected and enter the expected arrival (ETA) the vendor gave you.

If a part isn't marked received by its ETA, it moves to Parts Not Arrived On Time.

Mirror matching and carts

1. When parts arrive and are mirror matched, select them and click Mirror Match Selected.
2. Choose the cart they go on. Carts already holding that RO are listed first, then empty carts. Pick a shelf now or sort it later.
3. In Carts & Shelves, click the cart and drag each part onto its shelf. Parts without a shelf wait in the Needs a shelf column.

Technicians see these spots in the Employee App under Parts, so always record where a part was put (cart and shelf, or storage spot). A part that is received but not placed shows as not put away yet.

Parts desk on your phone (office and parts staff)

Office, manager, admin, owner and parts accounts get a Parts desk button on the Employee App home screen. It does what the Parts, Carts & Shelves, Returns & Alerts and Manage Locations tabs do. Technicians don't see it; they keep the read-only Parts list on each car.

1. Tap Parts desk. Vehicles with parts are listed; use the search box or the filters (All open, Problems, Not arrived on time, Need to order and so on).
2. Tap a vehicle to see its parts. Tap the boxes to pick parts, or use Select all, Already ordered or Already mirror matched.
3. With parts picked, tap Order (asks for the ETA), Receive (sets Received with today's date), Mirror match (asks which cart and shelf), Edit (change only the fields you tick) or Delete (accounts allowed to delete only).
4. Tap a part's name to open and edit everything about it. + Add a part adds one; from a vehicle it fills in the RO, customer and vehicle for you.

• Carts & shelves: tap a cart to see each shelf. Tap a part to move it to another shelf (there's no dragging on a phone).
• Returns & alerts: on-site value, parts 25+ days on site, cores waiting to go back, and returns and credits.
• Locations: add or change carts and storage spots (+ in the top corner).
• From a car's Parts screen, Manage parts jumps straight to that RO in the Parts desk.

Other parts screens

• Shop Floor Plan: carts and storage locations by zone.
• Returns & Alerts: parts waiting to be returned, credits outstanding and parts on site 25+ days (check vendor return terms).
• Manage Locations: add carts and storage locations, set shelves and zones.
• Cores: mark a part as having a core; the parts team gets an alert until the core is marked returned.

10Vehicle QC (office view)

Technicians fill out QC checklists in the Employee App. The Vehicle QC tab shows every checklist with its department and progress (for example 8/10 checked). The Performed By column lists everyone who signed. Click Checklist to see each item with who checked it, the notes, and every sign-off with what that person signed for.

Pulling up a car's QC report

Every checklist is saved in ShopControl under the car's RO number, so nothing is lost when the car is delivered. To see everything for one car on a single page, click Car report on any of its rows in the Vehicle QC tab, or open the car on the Production Board and click QC report.

The report opens in a new tab and shows all five checklists in shop order: every item, values like the A/C vent temperature, notes, rework, who checked each item, and a Sign-offs list: every person who signed, when, their signature and the items they signed for. Departments nobody has started say Not started. Click Print / Save as PDF to print it or keep a PDF copy for the file.

The six checklists are Check-In, Teardown, Body, Paint, Reassy and Final QC. Teardown is signed by whoever tore the car down, which isn't always the body tech who repairs it. No vehicle should be delivered until Final QC is complete and signed.

11Completed Jobs (job records)

When a car is delivered (or marked Total Loss) it leaves the boards, but nothing about it is lost. The Completed Jobs tab (left menu, under Jobs) lists every finished job with when it came in, when it was delivered, days in the shop, repair value, how many parts it had and how many QC checklists were done. Search by RO, customer, vehicle or insurance, or filter by delivered date.

Click a job to open its job file:

• Job details: customer, vehicle, value, insurance, estimator, the techs and painters on it, in / on-site / delivered dates, days in shop and hours.
• Production timeline: every stage move with the date, time and who moved it, and how long the car sat in each stage.
• Parts: every part with vendor, estimated cost, status, ordered / ETA / received dates and where it was stored. Parts removed from the job along the way are listed separately with who removed them and when.
• Quality control: all five checklists with everyone who signed each one, when, and the items they signed for. Click Open full QC report with signatures for the complete checklists.
• Photos and files, appointments, core returns and notes.
• Every change: each edit to the job (supplement amounts, estimator, techs, dates and so on), who made it and when, including updates from CCC.

Click Print / Save as PDF to print the job file or keep a PDF copy, for example for an insurance question or a comeback.

Deleted jobs

Tick Show deleted jobs to see jobs someone deleted. ShopControl keeps a copy of every deleted job, so its file can still be opened (it shows who deleted it and when).

12Office tools

Missed Calls / Callback Requests

Log every missed call with the caller, number, reason and who owns the callback. Log each callback attempt. A call still New or In progress after 1 business hour shows as overdue on the dashboard (Missed Calls Overdue). Mark it Returned / resolved when done, or Closed — no callback needed with a reason.

Tasks

The Tasks tab is a board: To do, In progress, Waiting and Done. Click + Give out tasks, give the list a name if you like (for example Friday close-out), write each task, pick who it's for and the due date, and tick Urgent only if it really can't wait. Leave Email me when they're all done ticked to get one email when every task on the list is finished. Each list shows its progress (3 of 5 done) and who it's still waiting on; click a list to see just its tasks.

Shortcuts: the green ＋ Send a task and ☎ Missed call buttons at the top of every screen open a new task or a new missed call note from anywhere. On the phone, the same two buttons are on the home screen, just under Staff Hub, and in the Staff Hub.

The person marks a task ✓ Done on the board, or on their phone under Staff Hub → My tasks. If it can't be done yet, click Waiting… and pick what it's waiting on.

Emails are kept to a few so they still get read:

• When a task is given out, the person gets a notification in ShopControl. They're emailed right away only if it's urgent or due today.
• Every weekday morning, tasks due today or overdue are in each person's Morning briefing email. Nothing due, nothing listed.
• Whoever gave out tasks that are now overdue sees them in their Morning briefing, listed by person. An admin can add people (for example the production manager) under ⚙ Alerts to see the whole shop's overdue tasks instead.
• An urgent task still open after 2 shop hours emails the person and whoever gave it out, once.
• When the last task on a list is done, whoever gave it out gets the All done email.

Booth Filters and Facility Checklist

Log each paint booth filter change (with a picture) to reset the 30-day countdown. The weekly Facility Checklist covers the booth, compressor and shop equipment; mark anything Needs Attention and create a task if needed.

AR Balances and Cycle Time

• AR Balances: open balances by RO, who owes it and when it's due.
• Cycle time tabs: active jobs by dollar range with target days in the shop: under $2,000 = 2 days, $2,000–4,000 = 4 days, $4,000–10,000 = 8 days, $10,000+ = 15 days.
• Changing a due date: on a cycle time tab, click Change due date next to the car. A date later than the rules needs a reason. If it's a DRP car pushed past its cycle time, Josh gets an email with the reason. The car shows ✎ changed (rules: …), and every list, the meeting sheet and the Morning briefing use the new date. Put it back returns it to the rules.
• Cars past due, due today and due tomorrow are in the Cycle time section of the Morning briefing (owners, admins, managers, office and estimators), with hot cars first. Only jobs with an RO count; estimates without one are in Capture calls instead.

The Morning briefing

To keep email down so the important ones get read, ShopControl sends each person one email each weekday morning (7 AM) with only the sections that are theirs, and nothing at all if there's nothing for them:

• Your tasks: tasks due today or overdue.
• Overdue tasks: tasks you gave out that are late (or the whole shop, for people picked under Tasks → ⚙ Alerts).
• Capture calls (owners, admins, managers, office).
• Cycle time (owners, admins, managers, office, estimators). Techs don't get it, so they don't see job dollar amounts.
• Mondays: parts on site 25+ days, when that alert is turned on.

Things that can't wait still email on their own: missed calls, urgent tasks, tasks due today when they're given out, the Tech Board's 5 PM hot car email, core returns (parts and managers only), and time-off / punch / payroll requests (to the approvers: Josh, Vinny and Mickey). If a request is still waiting 24 hours later (weekends don't count), office staff get one email so someone can remind the approver; the approvers get a copy.

Photos and Activity Log

• Photos: upload photos and PDFs tied to a job or record.
• Activity Log: who added, changed, deleted or uploaded what, and when.

Marketing Calls (Sales & Marketing)

Sales & Marketing → Marketing Calls shows who is on calls this week and how they're doing against the weekly goal, the planned visits and follow-ups (also on the calendar as Sales call), every call write-up, and the rotation schedule. Office staff and managers see everyone's write-ups; everyone else sees their own.

• Set up rotation & goal: tick who takes turns and put them in order. The schedule fills eight weeks ahead and repeats.
• To change one week, pick a different person in that week's row; the rest of the schedule stays put. + Add a person puts a second person on that week.
• Click a write-up to read it. Search and filter by person, interest or kind of business.
• Managers get a summary every Friday at 4 PM: calls against the goal, hot leads, what we promised, and overdue follow-ups. Who is on calls also prints on the Morning Meeting sheet.

Quick Estimates (Customer Service)

A preliminary written estimate from photos, for a customer who just wants a number. Office staff, estimators and managers can use it in the office program (Customer Service → Quick Estimates) or the Employee App (Staff Hub → Quick estimate).

1. Tap New quick estimate and enter the customer. Type the VIN and tap Look up VIN (or take a VIN photo) to fill in the year, make and model.
2. Take 4–10 damage photos: a wide shot of each side that's hit, then close-ups.
3. Tap Write it with AI. In about a minute Claude lists the damaged parts, and ShopControl builds the lines with the shop's rates and rules: refinish and clear coat (a spot repair at part of the paint time when a small scuff can be blended out inside the panel), blends, color match, an overhaul when a bumper cover is replaced, cover car, flex additive, scans, hazardous waste and anything from the parts table the work calls for.
4. Check it over. Lines marked AI hours and allowance prices are Claude's suggestions. Tap any line to change it (a paint line can be switched between spot repair and the full panel), and add lines from the parts table or your own. If sensors may be near the damage, you're asked whether to add the ADAS calibration line; on any estimate you can switch ADAS calibration to Include or Don't include. For a customer who wants it cheap, pick No R&I (budget): the R&I lines come off and the PDF says the work is done on the car. When there are blends, pick Blend next panels or Butt match (no blend); butt match takes the blend lines off and the PDF says the paint is butt matched. Tap + Add a discount for a percent or dollars off, with an optional reason that shows on the PDF. The discount comes off the labor, so the tax doesn't change.
5. View PDF, Print (on an office computer it prints to the office printer; on a phone, tap Share, then Print) or Email to customer. The PDF is marked preliminary, subject to teardown. Emailing also saves it as an Opportunity, so the follow-up call reminders start.

Managers can change the labor rates, paint materials rate, tax and fees under Rates & rules.

13Time off and messages (office and admins)

Time Off tab

Shows every request with who's out today. New requests also email the office and admins and appear under Notifications. Admins can Approve or Deny right on the notification (the same note box opens), or click Open request to come here with that request highlighted; core-return notifications have Open parts, which opens Parts filtered to that RO.

1. Open Time Off (the tab shows a red number when requests are waiting).
2. Admins: click Approve or Deny, add an optional note, and confirm.
3. The employee gets a mailbox message and an email with the decision. The office and admins also get an email, with APPROVED or DENIED and the employee's name in the subject (for example "Time-off request APPROVED · Jane Doe").

Missed punches are listed below the time-off requests, with the date, times, payroll week (Thursday to Wednesday) and the employee's initials. Approve or deny them the same way; the emails say "Missed punch APPROVED · Jane Doe". Use the approved slips to correct the time clock for payroll.

Payroll corrections are listed last, with the employee's phone and employee #, each day in question with its hours, the total, the reason, whether to adjust the next check or issue a separate check, and their typed signature. Approving takes the place of the supervisor's signature on the paper form.

Customer status page

Customers can check on their car at conceptautobody.app/update. They see the vehicle, a progress bar (Checked in, Repair plan, Parts, Body, Paint, Reassembly, Final check, Ready), the updates you post, and Call and Text buttons. They never see prices, notes, hold-up reasons, supplements or staff names. A car on hold keeps showing the last step it reached.

1. Click Customer Service → Customer Status Page in the left menu (office staff, estimators, managers and admins). The red number shows how many cars in the shop need a customer update today. Use Need an update, In the shop or All open ROs and the search box to find the car, then click Manage. The same panel is also in the job editor (Daily GO List → Edit), under the timestamps.
2. Click Create customer link. It's copied for you; paste it into a text or email to the customer. Copy customer link copies it again later.
3. To update the customer, type a short message under Post an update for the customer and click Post update. It shows on their page right away and sets Customer Updated to Yes.
4. Made a mistake? Click Remove next to the update, then click again to confirm.

Customers who lost the link can go to conceptautobody.app/update and enter their 5-digit RO number and the last name on the repair order. After a few wrong tries the page makes them wait, so nobody can guess their way into another customer's car. Links keep working for 30 days after pickup. Estimates without an RO don't have a status page.

Messages & Info tab

• Inbox: your messages. Click one to read it and Reply.
• New message: send to one person, a department (for example all of Paint), the office, or everyone. It appears in their Employee App mailbox.
• Company info (admins): Add section for things like shop hours, holiday schedule or who to call. Staff see it under Staff Hub → Company info.

13aEmployee Reviews (managers)

Left menu → Staff → Employee Reviews. Only the people picked in its settings can open it (to start: Josh, Vinny and Mickey). Employees never see grades.

Weekly grades

Each Monday the grader (Vinny) gets a reminder to grade last week. Pick 1–5 for each category (5 Excellent, 4 Good, 3 Meets expectations, 2 Needs improvement, 1 Poor), add a comment if you want, tick Out for anyone who didn't work that week, then click Save grades. Use ‹ › to go to another week. Anyone can be graded by Vinny or Mickey; the sheet shows who graded each person. If anyone is still ungraded on Wednesday morning, the graders and the alert list are told.

Great job and Coaching notes

Under Team, or on a person's record, click 👍 Great job or 📝 Coaching, write a sentence or two, add an RO if it's about a job, and click Send. The employee gets it by email and in their ShopControl messages, and it's saved in their record with whether they've read it. Sent the wrong person? Click Remove on the note.

Log time off

Click 🗓 Log time off, pick the person and the type, check the date (it starts on today) and click Log it. Sick days, vacation and the other kinds are saved as approved and go on the calendar. Late, Left early and No call/no show stay in Employee Reviews only: not on the calendar, the Time Off tab or the employee's own list.

A person's record

Click a name to see their weekly grades with the trend, the average for each category, every note, and their time off and attendance for the year. Click 🖨 Print for a sit-down review.

Unread messages and alerts

If anyone leaves a message, note or notification unread for 24 hours (Saturdays and Sundays don't count), they get a reminder in the app and by email, with an I've read this button. If it's still unread 24 hours after the reminder, everyone on the alert list (Josh, Vinny and Mickey) gets an email naming who and what, and it shows on that person's record.

Write-ups

Click ⚠ Write-up on a person (Team or their record). Pick the level (documented verbal, written, final, suspension, termination), tick what it's about, and type what happened, what's expected from now on and what happens if it happens again; add the employee's statement and a witness if there is one. Save, then click 🖨 Print next to it for a clean copy with signature lines. After it's signed, click Signed copy… to upload a scan or photo (or mark that the employee refused to sign). Write-ups stay in the employee's record, managers only, and prior write-ups print on each new one.

Settings

An admin with access can click ⚙ Settings to change who can open Employee Reviews, who grades, who's alerted, who's left out, the grading categories and the reminder times.

13bCompany Documents

Left menu → Staff → Company Documents: the shop's main forms and papers in one place (check-in forms, NDA, hiring packets, policies, write-up forms and so on), in folders. Click a document to open or print it, or Download to save it.

Office staff and managers click + Add a document (PDF, Word, Excel or a picture, up to 25 MB), give it a name and a folder, and pick who can see it: All staff, Office & managers, or Managers only (for HR papers). Edit changes the name, folder or who can see it, or replaces the file with a new version. Documents are private: they only open for someone logged in who's allowed to see them.

14Admin: employees and settings

Adding an employee

1. Open Employees (admins only) and Add or edit employee.
2. Enter full name, username, email (needed for password resets and emails), job title and a temporary password (8+ characters). They must choose their own the first time they sign in.
3. Choose the Role (what they can access) and QC Department (which checklist opens in their Employee App).
4. Click Add Employee and give them their username and temporary password.

Changing an employee

• Edit: change name, email, job title, role and QC department. Setting someone's QC department to Body automatically gives them the Teardown and Reassy checklists too, and Check-In automatically gives them Final QC. Use Also does these checklists for anyone else who covers more than one department (for example a painter who also does Final QC). The list shows everything extra under their QC department.
• QC Department dropdown in the list: change it directly.
• Reset Password sets a new temporary password; the employee must choose their own at next sign-in. Anyone still on a temporary password shows Needs new password in the list.
• Grant/Revoke Delete, Deactivate / Reactivate. Deactivate people who leave instead of deleting them.

Board Settings

Admins set the shared lists used everywhere: insurance companies, technicians, estimators, pay types, locations, appointment types, flags, card colors, and who receives core-return and missed-call escalation alerts.

15Quick answers

For anything else, message the office from the Staff Hub mailbox.