You are here:
How Automotive Scheduler Records Work Together in Automotive Cloud
Learn how different records in Automotive Scheduler work together. In this example we explain how different records interact when you create a test drive or a vehicle service appointment.
Required Editions
| Available in: Enterprise, Unlimited, and Developer Editions |
Test drive appointments can be scheduled by both internal and partner users in Automotive Cloud. Vehicle service appointments can be scheduled by internal, partner, and customer users in Automotive Cloud.
In this example, we show how an internal user at Neo Motors schedules a test drive appointment and a vehicle service appointment.
Dealer Accounts and Business Profiles
An admin at Neo Motors creates an Account record for Dream Dallas Dealers and enables it as a partner account. The admin also creates a Business Profile for the account to capture additional information. The admin adds all users at Dream Dallas Dealers as Contact records for the account, and enables them as partner users.
| Type of Record | Requirement |
|---|---|
| Account | Dream Dallas Dealers is a dealer for Neo Motors enabled as a partner account. |
| Business Profile | The account Dream Dallas Dealers has a related business profile record that stores information about the type of services provided by the dealer, and the registered name and code of the account. |
| Contact | Rosen Smith is a sales agent at Dream Dallas Dealers who assists customers with test drive appointments when they visit the showroom. |
| Contact | Matt Prior is a service technician at Dream Dallas Dealers who performs periodic vehicle checkups. |
| Contact | Rio Diaz is a service technician at Dream Dallas Dealers who performs repair jobs for vehicles. |
Service Territories
Next, the admin sets up a service territory for Dream Dallas Dealers and adds operating hours, holidays, and address information for the record.
| Key Information | Requirement |
|---|---|
| Parent Territory | Dream Dallas Dealers is a child service territory for the Texas parent territory. |
| Service Territory Name | The admin names the service territory as Dream Dallas Dealers so that the users can later search by the dealership name while scheduling appointments. |
| City | The admin selects the City as Dallas so that the users can later search by the city name while scheduling appointments. |
| Operating Hours | The admin associates the Central Standard Time operating hours to the service territory. The operating hours define 9 AM to 6 PM as work hours from Monday to Saturday for this dealership. |
| Holidays | The admin associates holidays such as Christmas, Thanksgiving, and Easter with the service territory because employees are unavailable for appointments during the holidays. |
The admin associates the service territory record with the business profile record for Dream Dallas Dealers.
Service Resources (Users)
The admin now associates service resources to the territory to represent the sales agents and service technicians at Dream Dealers Dallas who can be added to appointments.
| Key Information | Requirement |
|---|---|
| Service Resource Name | The admin adds Rosen Smith, Matt Prior, and Rio Diaz as service resources. |
| Service Resource Type | The admin selects Technician for the three service resources. |
| Territory Type | The admin selects Primary for the three service resources. |
| Operating Hours | The service resources inherit the operating hours of the service territory. |
Service Resources (Assets)
The admin now associates service resources to the territory to represent the vehicles used in test drives. The vehicles are assets owned by the dealership and each vehicle record in Automotive Cloud is also an asset record.
| Key Information | Requirement |
|---|---|
| Service Resource Name | The admin adds the vehicle asset Neo Luxe LS 2019 as a service resource. |
| Service Resource Type | The admin selects Asset for the service resource. |
| Territory Type | The admin selects Primary for the service resource. |
| Operating Hours | The service resource inherits the operating hours of the service territory. |
Work Type Groups
The admin defines work types to represent the types of services offered by Dream Dallas Dealers.
| Key Information | Requirement |
|---|---|
| Work Type Name | The admin creates the following work type groups:
|
| Work Type Category | The admin selects the following Category for the work type groups.
|
Work Types
The admin creates work types to map the work types with the service territory. The admin creates one work type per work type group for a service territory, and defines the effort and time estimates for the service.
| Key Information | Requirement |
|---|---|
| Work Type Name | The admin creates the following work types:
|
| Estimated Duration | The admin defines the estimated duration for each work type:
|
| Appointment Category | The admin defines the appointment category for each work type:
|
Skill Assignments
The admin assigns skills to the service resources and work types so that the correct resource can be appointed for a particular type of appointment. Only service resources whose skills match the skill requirements for a specific work type are available for a user’s selection.
The admin has already defined a set of skills in Setup that applies to the overall company.
- Standard Repair and Maintenance Skills
- Advanced Repair and Maintenance Skills
- Test Drive Assistance Skills
| Key Information | Requirement |
|---|---|
| Service Resource Skills | The admin maps the following skills to the service resources:
|
| Skill Requirements for Work Types | The admin maps the following skills to the work types:
|
The admin also specifies the skill level for each service resource and work type.
Vehicle Service Appointment
A service agent at Neo Motors gets a request from a customer, Mr. John Smith that he wants to schedule a quarterly checkup for his Neo Electra XE 2021 vehicle.
The service agent schedules a vehicle service appointment from the Vehicle record of Neo Electra XE 2021 with the following specifications. The appointment scheduling flow automatically identifies Test Drive as the work type group because the flow is launched from a Lead record page.
| Specification | Choice |
|---|---|
| The agent types in Dallas to search for a dealer location because the customer is based out of Dallas. | The agent selects Dream Dealers Dallas as the location. |
| The agent sees a list of all work types associated with the service territory. Only work types that are mapped to work type groups of category Vehicle Service are displayed. | The agent selects Periodic Checkup as the service type. |
| The agent sees a list of all technicians associated with the service territory whose skills match the Periodic Checkup work type. | The agent selects Matt Prior as the technician. |
| The agent sees a list of all available days and time slots when the technician is available. | The agent selects a slot from 2 PM to 4PM for next Monday. |
| The agent can see a summary of the appointment before he confirms the booking. | The agent enters a comment to let Matt Prior know that Mr. John Smith wants the checkup to be completed in one and a half hours if possible. |
| The agent confirms the booking. | The agent lets the customer know that a periodic checkup is booked for his vehicle at his nearest dealership and that Matt Prior would be performing the service appointment. |
Test Drive Appointment
A service agent at Neo Motors gets a request from a prospect, Miss Daisy Bloom that she wants to schedule a test drive appointment. She wants to try out the latest model for Neo Luxe at a dealership that’s close to her home in Dallas, and she prefers a morning slot.
The service agent schedules a test drive from the Lead record of Miss Daisy Bloom with the following specifications.
| Specification | Choice |
|---|---|
| The agent types in Dallas to search for a dealer location because the lead is based out of Dallas. | The agent selects Dream Dealers Dallas as the location. |
| The agent sees a list of all assets associated with the service territory whose skills match the Test Drive work type. | The agent selects Neo Luxe LS 2019 as the vehicle. |
| The agent sees a list of all technicians associated with the service territory whose skills match the Test Drive work type. | The agent selects Rosen Smith as the technician. |
| The agent sees a list of all available days and time slots when both the asset and the technician are available. | The agent selects a slot from 10 AM to 11AM for next Thursday. |
| The agent can see a summary of the appointment before he confirms the booking. | The agent enters a comment to let Rosen Smith know that Miss Bloom is a high-priority lead. |
| The agent confirms the booking. | The agent lets the prospect know that a vehicle of her preferred model is available at her nearest dealership and that Rosen Smith would be assisting her during the appointment. |
