AutoFluent typical implementation process:
Initial Consultation and Needs Assessment: The process begins with a consultation where AutoFluent specialists analyze the shop's specific requirements, workflows, and goals to determine the right software configuration.
Data Migration Planning: AutoFluent works with the client to map out how to transfer existing data (customers, inventory, invoices, sales history) from old systems into the new platform. Preparation includes data cleaning and formatting.
System Setup and Configuration: The software is configured to match the shop’s business processes—such as setting up user roles, integrating with parts vendors, accounting systems, and activating needed modules (e.g., AutoInspect, multi-location features).
Data Migration and Import: Historical and current data are securely imported into AutoFluent. This step includes validation to ensure data is accurate and usable within the new system.
Staff Training: On-site or remote training is provided for managers, front desk staff, mechanics, and administrators. Training covers daily operations, reporting, inventory management, and support resources.
Go-Live and Support: After setup and training, the system goes live for daily operation. AutoFluent’s support team is available to address any immediate issues and answer user questions.
AutoFluent can be customized to fit a wide range of specific business needs, making it adaptable for various types and sizes of automotive operations. Here are the key data points illustrating its customization capabilities:
Modular Design: AutoFluent allows businesses to activate only the modules they need—such as inventory, invoicing, reporting, employee management, or AutoInspect—enabling a tailored solution for each shop type.
Custom Workflows: The system supports custom workflows for sales, service, inventory control, purchase orders, and billing, allowing shops to structure processes to match their existing operations.
Flexible User Roles: Administrators can set custom user roles and permissions, ensuring employees only access features relevant to their job functions.
Custom Report Building: Users can generate tailored reports, choosing fields, filters, and data groupings most important to their business for insights into sales, inventory, labor, and profitability.
Integration Options: AutoFluent can integrate with a broad range of accounting, parts, and payment software (e.g., QuickBooks, Sage 50, vendor catalogs), supporting unique third-party integrations and custom data exchanges.
Custom Forms and Templates: Shops can create custom invoice, work order, and estimate templates to match branding needs or unique business practices.
Multi-Location Customization: Features can be adjusted for multi-location businesses, allowing site-specific pricing, inventory visibility, and user access.
Device and Peripheral Setup: The platform is compatible with various hardware (printers, barcode scanners, cash drawers), letting businesses decide which peripherals fit their workflow.
Digital Inspection Customization: The AutoInspect module allows shops to design inspection templates, adding or editing checkpoints to reflect different services or vehicle types.
Automated Messaging: Automated customer messages and alerts can be customized for appointment reminders, promotions, or service updates.
Pricing Structures: Flexible pricing and discounting features enable customization of parts and labor rates, fleet account pricing, and tiered discounts.
Custom Field Addition: Businesses can add custom fields to records for tracking information unique to their services or customer base.
AutoFluent
By Total Auto Business Solutions, Inc
AutoFluent offers several types of training and support for new users:
Top Rated Support: Included with every AutoFluent subscription at no additional charge.
Availability: Support is offered five days a week, with emergency after-hours service available.
On-Site Software Training: They provide training at your shop for you and your employees to increase efficiency and ensure effective software use.
Accessibility: Support and training are designed to help your staff become more efficient with the system, streamlining business processes and reducing errors.
AutoFluent implements several security measures to protect user and business data:
Cloud Data Security & Backups: For subscription customers whose data is stored in the cloud, AutoFluent performs automatic daily backups, ensuring that information is recoverable in the event of data loss or disaster. A built-in backup tool allows for easy manual backups as well.
User Access Controls: AutoFluent enables each employee to have unique passwords and customizable individual permissions, ensuring that only authorized personnel can access sensitive data.
Firewall and Antivirus: The company recommends using a firewall configured to only allow trusted connections (specifically using port 3306 for local connections). They also recommend and trust ESET NOD32 Antivirus for malware protection.
Physical and Maintenance Precautions: Regular software and equipment updates, inspection for unauthorized devices or software, and use of an Uninterrupted Power Supply (UPS) are encouraged to prevent data corruption and unauthorized physical access.
PCI Compliance for Payments: Customer payment information is protected with industry-leading security, including PCI compliance tools and data breach protection.
AutoFluent manages and releases software updates in a user-friendly and streamlined way:
Update Frequency: AutoFluent does not publish a strict update schedule, but updates are clearly ongoing, as indicated by regular version releases and blog announcements regarding new features and upgrade processes.
Update Process (Desktop Version):
Users can manually check for and initiate updates from within the software.
The update process has been significantly streamlined starting from version 9.3.1, using a new update wizard to make future updates faster and more reliable.
The first update using this new system may take a few minutes, but future updates are designed to be nearly seamless and less time-consuming.
There is an "Advanced Downloader" option available for situations where shops may need to revert to a previous version, typically used by support staff.
AutoFluent.NET (Web Version):
Updates and backups are handled automatically in the web-based version, requiring no user interaction.
Access to Updates:
Updates, backup tools, and other utilities are accessible directly from the main menu of the software.
AutoFluent’s policy on data ownership and portability emphasizes user control and transparency over personal and business information:
Data Ownership and Control: Users have the right to:
See what data AutoFluent has about them.
Change or correct their stored data.
Request deletion of their data.
Express any concerns about how their data is used.
Access and Portability: Users can contact AutoFluent at any time to access, modify, or delete their personal information. The policy does not restrict the user’s ability to obtain their data, suggesting that data portability is supported upon request.
Data Usage: AutoFluent will not share user data with third parties outside the organization except as needed to fulfill user requests.
AutoFluent’s contract renewal and cancellation terms are defined in its Master Services Agreement as follows:
Term and Renewal: Your agreement with AutoFluent begins on the effective date of service and continues until all order forms expire or the contract is terminated as authorized. Order Forms may have their own renewal and expiry terms, so always refer to specifics in your signed documents.
Notice Period and Fees:
The company can adjust service fees with 30 days’ notice
.
All service fees are nonrefundable and non-cancellable except when expressly provided; pre-paid fees are forfeited upon early cancellation by the client or if the contract is terminated by the company due to material breach.
If the client cancels the agreement before the contract term ends or the company terminates for breach, the client must pay the monthly fee times the number of months remaining in the term, or forfeit any prepaid fees.
Cause for Termination:
Either party may terminate the agreement if the other fails to cure a material breach (such as nonpayment) within 30 days after written notice, ceases operations without a successor, or files for bankruptcy or a similar proceeding.
Effect of Termination:
Upon contract expiration or termination, access to services is revoked except for limited use to export data for up to 30 days.
All documentation and confidential information must be returned or destroyed.
Client data is available for up to 30 days post-termination, after which it may be deleted according to AutoFluent’s standard procedures.
Order Form Supremacy: If there is a conflict between the Master Agreement and the terms of a specific Order Form, the Order Form takes precedence.
AutoFluent's compliance standards primarily focus on payment security and industry-specific regulations:
PCI Compliance: AutoFluent incorporates PCI compliance tools to safeguard customer payment information and ensure secure credit card transactions. This includes strict security protocols and data breach protection, helping shops meet Payment Card Industry Data Security Standards (PCI DSS) for handling payment and cardholder data.
Compliance-Focused Invoice Updates: Major software releases have included compliance-focused updates, such as region-specific invoice requirements (e.g., a Florida invoice update), which suggests that the platform actively monitors and responds to new regulatory or legal requirements relevant to automotive shop operations.
