The Appointments Dashboard

Our appointments page is designed to help you see and manage all the appointments that come through RepairPal by giving you an easy way to see the important information about them. In addition, we provide additional functionality to help you track the status of your appointments as well as warranty information and billing information. Our page is meant to help keep track of appointments within RepairPal, and not as a replacement for your preferred shop management system. In this article we will walk you through the main features of the page. If you currently do not accept appointments, this page will not be visible you you. Please contact our Account team to discuss enabling appointments for you.

Appointment Page Overview

The main page is displayed as a table view of your appointments showing the most relevant information for managing a customer appointment. Clicking on an appointment will open a details panel with more information. 

Views

Appointments are broken out by the date of the appointments.

• Today - shows appointments for the current day
• Upcoming - shows appointments in the future, but not for the current day
• History - shows past appointments

Sorting

All appointments are sorted by appointment date, with newest on top. Additionally, appointments in the Needs Attention status are grouped on top, so they will always appear first. Updating the status will remove that appointment from the grouping and it will then be sorted with the other appointments. Clicking on the column header will resort the appointments.

Appointment Status

The Status column shows you the current status of the appointment. For certain appointment statuses, clicking on the status will give you additional options for changing the status. The breakdown of statuses is:

• Needs Attention - there are multiple scenarios where an appointment can be in the needs attention status
  • for new customer appointments that have not yet been accepted or declined by the shop
  • for rescheduled customer appointments that have not yet been accepted or declined by the shop
  • for past appointments that have not been marked as complete or not converted by the shop
• Confirmed - the appointment has been accepted by the shop
• Canceled - the customer has canceled the appointment
• Declined - the shop has declined the appointment
• Complete - this is set by the shop for past appointments where the customer came in and a repair occurred
• Not Converted - this is set by the shop for past appointments where either the customer did not come in or came in but no repair occurred

Notifications

The orange icons indicate that there are appointments in the Needs Attention status. Every appointment that gets updated will lower the count.

Filters

There are two types of filters available. There is a filter button in the upper left corner of the page that allows you to filter based on status, referral partner, and car make. Additionally in the History view, there is a date filter with both preset date ranges as well as a custom date range selector.

Appointment Details View

Once you click on an appointment, the details panel with appear where you can view more details on the appointment as well as perform additional actions. Clicking outside of the details panel will close the view so you can select another appointment.

Appointment Information

This section contains the main appointment information. For upcoming appointments, there will be a pencil icon next to the header. Clicking on it will allow you to edit the name, phone number, or reschedule the date/time of the appointment.

Extended Service Plan Information

For CarMax appointments, you are able to enter the VIN and we will look up the warranty information for that vehicle through CarMax. Once that VIN is entered, it will be saved into the appointment, so when you view the details next time, the information is automatically populated. This feature is designed to look up a single VIN specific to the appointment. You can still look up VINs using our Warranties page in our old Dashboard by clicking on the Warranties link in the header.

Billing Information

Another new feature of our Appointments page is the integration of our monthly billing data. Depending on if you have a data connection with us, your billing section will differ. 
- You can learn more on our data connection here.
- More general billing questions can be answered here.

Automated Billing

When you are connected to RepairPal, you will be able to see the invoice information, the status, and the invoice amount for your appointments automatically. This information is used to calculate your monthly referral fees. There are cases where there are multiple invoices matched to a single appointment, and they will all be shown in this section as separate invoices.

Based on the data shared with us, we are able to pull the following for billing: Invoice date, invoice number (RO number), VIN, and repair amount. The status reflects where we are in the billing process. There are 3 statuses:

• Verified - our billing team has reviewed and approved that the appointment and invoice match, and the appointment will be used for our monthly referral fee
• Pending - we have a match, but the billing team has not yet approved the billing for the monthly referral fee
• Not billable - either the billing team has rejected the billing, or the appointment lead came through our main website instead of a referral partner

Manual Billing

If you are not data connected, then all invoice information will need to be updated manually for our referral fee billing. Similar to our tow verification process, you are able to input your invoice information for appointments. This will then be used in our monthly billing process and reviewed by our billing team.

Clicking on the edit icon will allow you to enter the needed information. As long as the invoice status is pending, you can edit the information entered. Once the billing has been reviewed and either accepted or rejected by our billing team, the information can no longer be edited.

Total Amount Billed

Both the Automated and Manual Billing will generate an amount that you will be billed for based on your partner referral agreement. This will typically be 10% of your repair amount of all verified invoices. This section will not have an amount unless the billing has been verified and approved by our billing team.