Dealer roles (Admin, Manager) see a dealer-specific dashboard:
Active Moves: Vehicles currently being moved
Completed Today: Vehicle moves completed today
Distance (km): Total distance travelled today
Parked Vehicles: Vehicles in parking zones
Visual charts show today's activity breakdown and performance metrics.
3. View As (Preview Dealer Experience)
👁️ What is View As?
The View As feature allows Super Admins to preview exactly what a dealer user sees. This is useful for:
Testing dealer permissions and access
Troubleshooting user-reported issues
Training and demonstrations
Verifying data isolation between dealers
🔄 Using View As
1
Find the "View As" panel in the left sidebar (below the logo)
2
Select a Dealer from the dropdown
3
Select a Role (Admin, Manager, or Technician)
4
Click "Preview"
What happens in View As mode:
• Super admin-only menu items are hidden (Dealers, Users, Settings, etc.)
• All data is filtered to the selected dealer
• Dashboard shows dealer-specific stats and charts
• A purple banner shows which dealer/role you're viewing as
4. Managing Dealers
Dealers represent car dealerships that use the vAutoStock mobile app. Each dealer has their own users, processes, and settings.
🏢 Adding a New Dealer
1
Click "Dealers" in the sidebar
2
Click the "+ Add Dealer" button
3
Fill in the required fields:
Dealer Name: Full business name (e.g., "Barretts of Kent")
Dealer Code: Short unique code (e.g., "BARRETTS")
vAutoStock API Key: API key for connecting to vAutoStock system
Default Process: Main process for assessments (e.g., "Bodyshop")
Labour Rate: Hourly rate for cost calculations (e.g., 45.00)
4
Click "Create Dealer"
✏️ Dealer Detail Tabs
Click on any dealer row to open the detail view with multiple tabs:
Tab
Purpose
Info
Basic info, API key, labour rate, MOT/Recall settings
Branches
Multi-location branch management — sync from vAutoStock, enable/disable branches
Process Mapping
Configure process types, ordering, and visibility
Settings
AI Video Detection, custom key-value settings
Cost Templates
Quick summary and link to the centralized Cost Templates page
Activity
Recent activity logs for this dealer
Branding
Upload dealer logo for printed job cards
5. Dealer Branches NEW
Dealers with multiple locations can manage branches to control which sites are available in the mobile app.
🏬 What are Branches?
Branches represent individual locations within a dealership group. They are synced from vAutoStock and allow you to:
Assign users to branches: Restrict users to a specific location
Filter by site: View vehicles and activity per branch
Enable/disable branches: Control which locations appear in the mobile app
🔄 Managing Branches
1
Go to Dealers → select a dealer
2
Click the "Branches" tab
3
Click "Sync Branches from vAutoStock" to pull the latest branch list
4
Use the Enable/Disable toggle to control which branches are active in the mobile app
Tip: When editing a user, you can assign them to a specific branch using the Branch dropdown. Users assigned to a branch will only see vehicles and activity for that location.
6. Process Mapping & Order UPDATED
Process Mapping allows you to configure how processes from vAutoStock are displayed and organized in the mobile app.
🔀 Understanding Process Mapping
When vehicles sync from vAutoStock, they come with a list of processes. The Process Mapping tab lets you:
Assign Process Types: Map each process to a category (Photography, Body, Mechanical, PDI, Valet, Parts)
Control Order: Choose between vAutoStock order or manual custom ordering
Hide Processes: Hide processes you don't want to appear in the mobile app
Check-In Toggle: Enable/disable processes for check-in workflow
↕️ Process Order: vAutoStock vs Manual
At the top of the Process Mapping tab, you'll see a toggle switch:
Mode
Behaviour
vAutoStock (default)
Process order syncs automatically from vAutoStock. Every time vehicles sync, the order updates to match vAutoStock.
Manual
You control the order. Use the ▲/▼ arrows to reorder processes. Sync will NOT overwrite your custom order.
1
Click the toggle to switch to "Manual" mode
2
Use the ▲ (up) and ▼ (down) arrows to move processes one position at a time
3
Or type a position number directly into the order field and press Enter to jump straight to that position (e.g., type 1 to move a process to the top)
4
Changes save automatically
Tip: The editable position field is much faster than clicking arrows for large moves — just click the number, type the desired position, and press Enter.
Tip: Switch back to "vAutoStock" mode if you want the order to sync automatically again.
👁️ Hiding & Showing Processes
You can hide processes that you don't want to appear in the mobile app:
1
Find the process you want to hide
2
Click the "Hide" button in the Actions column
3
The process will be greyed out and moved to the bottom of the list
To show a hidden process again:
1
Find the hidden process (greyed out at the bottom)
2
Click the "Show" button
Important: Hidden processes will NOT appear in the mobile app. Users need to log out and log back in to see changes.
🏷️ Assigning Process Types
Each process should be assigned to a type for proper categorization:
Type
Use For
Photography
Vehicle photography processes
Body
Bodyshop, Smart Repair, Wheel Refurb
Mechanical
Workshop, MOT, Service, Mechanical repairs
PDI
Pre-Delivery Inspection
Valet
Valeting, Cleaning, Detailing
Parts
Parts ordering/waiting
Other
Processes that don't fit other categories
Click "Edit" or "Assign" next to a process to change its type.
7. Job Options Library
📚 What is the Job Options Library?
The Job Options Library defines the categories and items available when users record jobs in the mobile app. Each process type has its own set of job categories and items.
Categories: Groups of related job items (e.g., "Exterior Panels", "Interior", "Mechanical")
Items: Specific job descriptions within a category (e.g., "Front Bumper", "Rear Door LH")
⚙️ Accessing the Job Options Library
1
Go to Dealers → select a dealer
2
Click the "Process Mapping" tab
3
Click the "Job Options Library" button
➕ Adding Categories & Items
Adding a Category
1
Select the Process Type from the dropdown
2
Click "+ Add Category"
3
Enter a category name and click Save
Adding Items to a Category
1
Expand a category by clicking on it
2
Click "+ Add Item"
3
Enter the item name and click Save
8. Cost Templates NEW
Cost Templates define standard repair costs used for vehicle assessments. Templates are managed centrally and can be customized per dealer.
💰 What are Cost Templates?
Cost Templates provide pre-defined repair cost items organized by category. They are used to quickly build cost estimates during vehicle assessments in the mobile app.
Master Templates: Default templates that apply to all dealers
Dealer Customizations: Individual dealers can have customized costs that override the master templates
Categories: Templates are grouped by type — Body, Paint, Mechanical, Wheels, Interior, Glass, Electrical, Other
📋 Accessing Cost Templates
Cost Templates has its own page in the main navigation (visible to Super Admins):
1
Click "Cost Templates" in the sidebar (between Dealers and Users)
2
Select a dealer to view or edit their templates
3
Edit template costs as needed — changes are saved per dealer
Note: You can also access a quick summary from within a dealer's Cost Templates tab, which links to the main Cost Templates page.
🔄 Resetting to Defaults
If a dealer's cost templates have been customized and you want to revert to the master defaults:
1
Go to Dealers → select the dealer → Cost Templates tab
2
Click "Reset to Default"
3
Confirm the reset — this will overwrite all customizations
Warning: Resetting cost templates cannot be undone. All dealer-specific customizations will be replaced with master template values.
9. Dealer Branding & Logo NEW
🎨 Uploading a Dealer Logo
Each dealer can upload a logo that appears on printed job cards.
1
Go to Dealers → select a dealer
2
Click the "Branding" tab
3
Click "Upload Logo" and select an image file
4
The logo preview will update immediately
Recommended: Use a PNG or SVG file, maximum 2MB. The logo will appear on printed job cards for this dealer.
To remove a logo, click the "Remove Logo" button that appears below the preview.
10. Managing Users
👤 Adding a New User
1
Click "Users" in the sidebar
2
Click the "+ Add User" button
3
Fill in the user details:
Name: User's full name
Email: Email for admin panel login
Password: Initial password
Phone Number: For mobile SMS 2FA (include country code, e.g., +447123456789)
Dealer: Assign to a dealership
Branch: Optionally restrict to a specific branch/location (leave empty for all branches)
Role: Permission level
Important: Super Admin users should NOT be assigned to a dealer. Leave the dealer field empty.
🔒 Process Restrictions
You can restrict Process Users to only see specific processes:
1
Edit the user
2
Enable "Restrict to Processes"
3
Select which processes this user can access
This is useful for assigning technicians to specific departments (e.g., only Bodyshop processes).
11. Role Permissions
🔐 Configuring Permissions
The Permissions page allows Super Admins to configure which screens each role can access within a dealer.
Dealer-Configurable Screens
Screen
Description
Parking Zones
Manage parking zone locations
Vehicle Tracking
Track vehicle moves and GPS
Routing Rules
Configure assessment routing
Logs
View activity logs
12. Vehicle Check-in & MOT/Recall
✅ Check-in Features
The mobile app supports comprehensive vehicle check-in with the following data points:
Field
Description
Mileage
Current odometer reading
Number of Keys
How many keys received
Service History
Full/Part/None with photo
Locking Wheel Nut
Location with photo
Charging Cables
For EVs - which cables present
Parcel Shelf
Present/Not present
🚗 MOT & Recall Checking
During check-in, the app automatically checks DVSA for:
MOT Status: Expiry date, days remaining, test history
Outstanding Recalls: Any manufacturer recalls not yet completed
MOT Threshold
Configure per dealer in Dealer Settings:
MOT Threshold Months: Alert if MOT expires within X months (default: 6)
MOT Process Name: Which process to push MOT work to
Recall Process Name: Which process to push recall work to
Example: If threshold is 6 months and MOT expires in 4 months, the app will flag it and offer to push to the MOT process.
13. AI Video Detection
🤖 What is AI Video Detection?
When enabled, inspection videos uploaded from the mobile app are automatically analysed by Claude Vision AI to detect vehicle damage.
Automatic Analysis: Videos are processed in the background
Damage Detection: AI identifies scratches, dents, paint damage, etc.
Confidence Scores: Each detection has a confidence percentage
Cost: Approximately £0.25 per vehicle analysed
⚙️ Enabling AI Detection
1
Go to Dealers → select a dealer
2
Click the "Settings" tab
3
Enable "AI Video Detection"
4
Set the Confidence Threshold (default: 70%)
Only detections above the confidence threshold will be shown to users.
14. Parking Zones
🅿️ Managing Parking Zones
Parking Zones allow dealers to define designated parking areas. Each zone can have:
Name & Description: Descriptive identification
Site/Branch: Which location the zone belongs to
Boundary: Polygon shape or radius circle on map
Colour: For visual identification
15. Vehicle Tracking
🚗 Tracking Features
Active Moves: Real-time view of vehicles being moved
Recent Check-ins: Vehicles checked into parking zones
Move History: Historical data with routes and distances
Statistics: Daily metrics on moves and distances
16. My Processes NEW
My Processes gives process users (technicians) a desktop/tablet-friendly view of their assigned processes and vehicles, with print as the primary action. It replicates the mobile app's process screens for web use.
📋 What is My Processes?
The My Processes page shows:
Process Cards: A grid of all assigned processes with Current (green), Waiting (orange), and Total vehicle counts
Vehicle Table: Click a process card to see all vehicles in that process with registration, make/model, colour, age, branch, status, and costs
Filter Tabs: Quickly filter the vehicle table by All, Current, Waiting, or Sold
Print: Print individual job cards or batch print all job cards for a process
🖨️ Viewing Processes & Printing Job Cards
1
Click "My Processes" in the sidebar
2
Click a process card to view the vehicles in that process
3
Use the filter tabs (All / Current / Waiting / Sold) to narrow down the list
4
Click the printer icon on a vehicle row to print that vehicle's job card, or click "Print All" to print job cards for all vehicles in the process
5
Click "Back" to return to the process list
👁️ View As with My Processes
Super Admins can use View As to preview any dealer user's processes:
1
Select a Dealer, Role, and optionally a specific User in the View As panel
2
Click "Preview"
3
Navigate to My Processes — you'll see exactly what that user sees, including process restrictions
Note: Print also works in View As mode — job cards will generate for the viewed dealer.
🔒 Screen Access Control
The My Processes tab can be enabled or disabled per user:
1
Go to Users → edit a user
2
In the "Screen Access" section, toggle "My Processes" on or off
When disabled, the My Processes tab will not appear in the sidebar for that user. It is enabled by default for all users.
17. Notifications
📢 Push Notifications
Send push notifications to mobile app users:
App Updates: Notify users of new app versions
Test Notifications: Send test messages to specific users