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Note: iBodyshop is best viewed when zoomed out to around 60-70%, depending on your screen size, to see every column and information on the website.

What is iBodyshop?
iBodyshop is a cloud-based system that allows our Smash Repairers, Estimators, and Admin staff to work remotely. Each user logs in with a unique username and password.

Example:
Username: sally@4000.au
Password: Sally123456!

To access iBodyshop, go to https://app.ibodyshop.com/ and enter your assigned credentials.

Understanding the Home Screen

On the home screen, you’ll see different colored boxes, called Tiles, each containing a number. These numbers represent “Calls to Action”—reminders or tasks that need attention daily. Because iBodyshop is a live system, these numbers will update automatically based on activities like:

• New RFQs (Request for Quotes) from insurance companies entering the system
• Estimates being written and submitted for authorization
• Jobs progressing through various stages until completion and invoicing

Each tile has a specific image and corresponding description.

Example CTAs in Tiles (see photo below):

1. One RFQ
2. Eleven estimates already written
3. One estimate awaiting authorization
4. One authorized estimate

NAVIGATING INSIDE TILES

Clicking on a tile opens a Card that provides detailed information about a specific job. Each card typically includes:

• Estimate number (assigned by the system)
• Image of the vehicle
• Date of request
• Insurance company
• Customer’s name
• Vehicle make and model
• Registration number

Information on the card is filled out by the insurance company, while other details are added by the Smash repairer. To view more details, click on the card itself. You can edit information by selecting the pen icon in the top right corner, and be sure to hit Save once you’re done.

USING THE SEARCH FUNCTION
On the top right-hand corner of iBodyshop, there is a search bar that enables a user to search either by:

• Registration number
• Customer’s name
• Vehicle
• Estimate number

Example Search
Let’s say a user searches by registration number. From the search results, they can quickly see details such as:

• Estimate #: 1362
• Private Debtor
• RFQ: 12 November 2024
• Registration #: EDF 68M
• Motor Vehicle: Subaru Outback
• Owner’s Name: Peter

iBodyshop Vertical Columns

On the iBodyshop Homescreen, you’ll see Columns with the following headings:

• Estimates
• Jobs
• Workshop
• Follow-Up
• Accounting

Each column organizes tasks and stages in the repair and administrative workflow. Here’s how each section functions:

ESTIMATES COLUMN

The Estimates Column (first column on the left) refreshes whenever there’s a new Request for Quote (RFQ), Written, Assessed, Authorized, or a Job enters the system. Here’s how it works:

1. RFQ Entry: When customers file a motor vehicle accident claim with their insurer, the repairer receives an RFQ in the To Be Written Tile or manually enters claim details by clicking on the Plus (+) button.

2. Estimate Creation: The RFQ will populate itself in the To Be Written Tile, where the Estimator will begin writing the estimate.

3. Authorization: Once the estimate is complete, it’s sent to the insurer for authorization. If approved, it will be moved to the Authorized status.

After authorization, the repairer contacts the customer to arrange for repairs. The vehicle may either remain onsite or be booked for a future date.

JOBS COLUMN

The Jobs Column manages all authorized jobs that are either currently onsite or scheduled to return at a later date. As each job progresses, it moves through these stages:

1. Offsite: Displays jobs that are authorized but not yet onsite. For example:

1. • 1 Unbooked Job
   • 2 Booked Jobs

2. Onsite: Shows jobs that are currently onsite. 

3. Workshop Completed: Lists jobs where repairs are finished.

Jobs to Be Invoiced: Lists jobs that are ready for invoicing.

When you click on the Offsite tile, you will see that iBodyshop categorizes the Jobs. 

• Booked: Fully Authorized, Unauthorized
• Unbooked: Fully Authorized

When you click on the Onsite tile, you will see that iBodyshop categorizes the Jobs. 

Note: A Supplementary is extra damage found AFTER an estimate has been Authorized.

When you click on the Workshop Completed tile, iBodyshop will inform the admin that:

• A Job has been completed 
• Which Job is completed
• The Job can be collected

When you click the Jobs to be Invoiced tile, iBodyshop will inform the admin that:

• A Job is ready to invoice
• The invoice amount in green is ready to go. 

OR

• Alert admin if a completed Job has an outstanding Supplementary

When you click on the Job to be Closed Tile, iBodyshop will alert the admin that:

• Jobs that are fully invoiced and have been picked up
• Which month a Job was collected
• The value of Jobs collected

Admin can choose to manually close the Jobs or set iBodyshop to close Jobs after a certain period of time.

Time Recording

• Used by staff to clock in for the day, record breaks, and clock out at the end of the day.
• Tracks employee productivity and efficiency on completed job activities within the workshop.
• Produces Detailed Employee Attendance Reports, assisting the payroll department.

Departures Display 

When the vehicle is marked completed on the Booking Card, it will remove itself from the board. 

People Planner

Manages and organizes staff attendance in both the office and workshop. Tracks:
– Annual Leave
– Sick & Personal Leave
– External Training
– Trade Attendance

Tasks

Monitors tasks assigned to specific users or teams. Allows you to:

• • Set estimating tasks.
  • Create general tasks for shop operations.
• Ensures reminders are sent at appropriate times, ensuring tasks are not missed or forgotten.

Communications Hub

Tracks all delivered, received and failed emails and text messages of all users. 

What’s New

Provides a summary of new developments or updates within iBodyshop.

Accounting

• Integrates with estimating information and processes.
• Offers comprehensive reports and transactions.
• All data is date-based, allowing you to drill down and review figures from any desired timeframe.

Contacts

Serves as a repository for contact details, including:

• Debtors
• Creditors
• Assessors

Loan Cars

• Tracks the repairer’s loan car fleet.
• Provides real-time updates on vehicle availability when booking repairs for customers.

ESTIMATE BOOKINGS

This allows users to quickly find the earliest and next available timeslot to schedule an appointment for customers. It is also compatible with Audanet and ORM requests.

Provides a quick view of all vehicles scheduled to arrive. 

Enables users to search and filter estimates using various criteria, such as:

• Customer Name
• Vehicle Make/Model
• Color
• Registration Number
• Debtor Information

Users can also combine multiple criteria to refine their search. The dynamic search function simplifies finding estimates.

iBodyshop App Bar Functions

The App Bar refers to the blue bar located at the bottom of most pages in iBodyshop. This bar contains several buttons that allow users to perform various functions relevant to the page they are on, such as accessing the Video Tutor or opening Side Panels like Images or Notes.

COMMUNICATIONS

All communications in and out of iBodyshop are Job-Based. This means that every text message and email sent or received is recorded and associated with the relevant job:

TEXT MESSAGES

• Customers can respond to text messages.
• An audit trail of the conversation is displayed in the Text Message Side Panel.

EMAILS

 A Task will pop-up in the bottom-right corner of the screen. Clicking on the Task ID (e.g., #1356) will take you directly to the associated Job it was sent from.

• Emails can be sent to any recipient.
• All emails include an audit trail of communications for accountability.

SIDE PANEL FEATURES

The Side Panel in the Estimate view consolidates all communications with actionable tasks:

Tasks can be reassigned to another user by clicking the blue downward arrow. Tasks can be:

• • • Closed: Tick the box in the top-right corner if no further action is needed.
    • Snoozed: Pause reminders for up to 24 hours.
    • Scheduled: Set a specific date and time for a follow-up.

NOTES

Notes within iBodyshop are comprehensive and user-friendly:

• Every note records the User, Time, and Date.
• Red Exclamation Marks can be added to notes to indicate their importance. These notes remain pinned at the top, regardless of how many additional notes are added.

• Quick templates for repetitive notes can be accessed via the Horizontal Dots.
• Additional functions are available through the Vertical Dots, such as photo above.

All related documents for a job can be scanned and stored as PDFs for easy reference.

Self-Learning with Video Tutorials

iBodyshop includes built-in training resources to support your learning, including Video Tutorials accessible within the platform. For self-guided learning, click on the Yellow Icon at the bottom center of each tile, where you’ll find topics for each module.

Your first task this week is to complete the assigned video tutorials. This will give you a solid foundation in using the system. Go to “To Be Written” Tile. 

Videos to Watch:

• 1.1 Header Screen Introduction
• 1.2 Starting a New Header
• 1.3 The Debtor Card
• 1.5 The Owner Card

Materials to Read:

• 1.4 The Debtor Card
• 1.6 The Owner Card

Self-Learning with Video Tutorials

iBodyshop includes built-in training resources to support your learning, including Video Tutorials accessible within the platform. For self-guided learning, click on the Yellow Icon at the bottom center of the each tile, where you’ll find topics for each module.

Your first task this week is to complete the assigned video tutorials. This will give you a solid foundation in using the system. Go to “Estimate Bookings” Tile. 

Videos to Watch:

• 1.1 Introduction
• 1.2 Adding a Booking
• 1.3 Other Features and Functions
• 1.4 New Estimate Booking Settings

Go to “Arrivals Display” Tile. 

Videos to Watch:

• 1.1 Arrivals Display Introduction
• 1.2 Creating Views

Materials to Read:

• 1.3 Arrivals Display

Self-Learning with Video Tutorials

iBodyshop includes built-in training resources to support your learning, including Video Tutorials accessible within the platform. For self-guided learning, click on the Yellow Icon at the bottom center of the each tile, where you’ll find topics for each module.

Your first task this week is to complete the assigned video tutorials. This will give you a solid foundation in using the system. Go to “Training Videos” Tile from the Homescreen. Type in the search bar “Side Panels“

Videos to Watch:

• 2.1 Text Messages
• 2.2 Documents
• 2.3 Images – Editing
• 2.4 Email
• 2.5 Tasks
• 2.6 Notes

Material to read:

• 2.7 App Bar