SETUP GUIDE · AUTO HAIL REPAIR

Set it up in plain language.

Both workflows and the evaluation booking are already built. Setup connects them to your shop: your shop name, the team line and hours, the evaluation booking, email and SMS, and your shop phone number. Then run the acceptance calls and switch it on.

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01 · REQUIREDPrepare 02 · REQUIREDShop name 03 · REQUIREDTeam line 04 · REQUIREDEvaluation booking 05 · REQUIREDEmail and SMS 06 · REQUIREDShop line, test & activate 07 · OPTIONALHail and PDR FAQs

Before you start

The 1 business settings you'll add

Find it in Votel under Global Variables and fill in your shop's name.

Setting	What it holds
Company Name	Your shop name as callers hear it in the greeting (ships as "our shop")

Settings > Global Variables: Settings, Global Variables: Company Name reads "our shop" until you enter your shop name. — Settings, Global Variables: Company Name reads "our shop" until you enter your shop name.

01 · Required

Prepare

Confirm the install before changing anything.

Confirm the correct sub-accountInstall into the shop's own account, not a shared agency workspace.

Agency > Sub-Accounts: Open the shop's own sub-account with the access icon on its row. — Open the shop's own sub-account with the access icon on its row.Example screen from a demo account. Yours shows your own names.

Check the installed assetsLook for the coordinator agent, both workflows and the Free Hail Evaluation.

Agent > Auto Hail Repair Coordinator > Agent Workflows: The agent after install, with Incoming Calls: Insurers and Vehicle Owners and After the Call: Team Notifications under Agent Workflows. — The agent after install, with Incoming Calls: Insurers and Vehicle Owners and After the Call: Team Notifications under Agent Workflows.

Keep the agent offNothing should reach a real caller while you configure.

Agent > Auto Hail Repair Coordinator: The Active switch stays off until your team line, calendar and acceptance calls are done. — The Active switch stays off until your team line, calendar and acceptance calls are done.

Done when: Everything is installed and the agent cannot answer a real call yet.

02 · Required

Shop name

Tell callers who they reached.

Set the Company NameReplace "our shop" with your shop name, as callers should hear it.

Settings > Global Variables > Company Name: Editing Company Name: change only the Value to your shop name and save. — Editing Company Name: change only the Value to your shop name and save.

Check the greetingRun a quick test and listen for your shop name in the first line.

Done when: The greeting uses your shop name and nothing else.

03 · Required

Team line

Decide where transfers go and when.

Enter your team phoneReplace [Team Phone Number] on the Transfer to the Team Line step. Votel flags it until a real number is entered.

Agent > Auto Hail Repair Coordinator > Agent Workflows > Incoming Calls: Insurers and Vehicle Owners > Transfer to the Team Line: The Transfer to the Team Line step: open the shop-hours rule (Mon to Sat, 8 AM to 6 PM by default) to add your team's number and adjust the hours. — The Transfer to the Team Line step: open the shop-hours rule (Mon to Sat, 8 AM to 6 PM by default) to add your team's number and adjust the hours.

Set your shop hoursDays, start and end time, and time zone on the same rule. The default is Monday to Saturday, 8 to 6 Central. Outside these hours callers get a return-call task.

Choose the caller IDThe from-number used when a call is transferred.

Done when: A transfer rings your team inside hours and creates a return-call task outside them.

04 · Required

Evaluation booking

Make the free evaluation bookable.

Assign staffThe snapshot ships with a placeholder; choose the people who do evaluations.

Set hours and locationEvaluation hours and your shop address.

Publish itThe bookable ships as a draft. Publish it once staff and hours are set.

Done when: The Free Hail Evaluation is published with real staff, hours and address.

05 · Required

Email and SMS

Send team emails and booking texts from your own accounts.

Select an email senderUsed by the insurer and new-lead emails and by booking confirmations.

Settings > Integrations > Sender Identities: Add and verify the email sender under Sender Identities. — Add and verify the email sender under Sender Identities.Example screen from a demo account. Yours shows your own names.

Connect an SMS numberFor booking confirmations and reminders by text.

Confirm the support addressTeam emails go to your account's support email. Make sure it reaches your estimator and front desk.

Done when: A test booking sends a text and an email, and team emails reach the right inbox.

06 · Required

Shop line, test & activate

Connect the number callers dial, prove every path, then switch on.

Assign the agent to your shop lineInbound calls to that number start the call workflow and, when answered, the team email.

Agent > Channels: Open Channels in the agent header and add your shop's Voice number. — Open Channels in the agent header and add your shop's Voice number.Example screen from a demo account. Yours shows your own names.

Run the acceptance callsInsurer transfer, estimate line items, owner booking, owner not now, a price question and an after-hours request for the team.

Activate deliberatelyTurn the agent on only after every call passes.

Agent > Header: Run tests with the Test button, then turn on the Active switch as the very last step. — Run tests with the Test button, then turn on the Active switch as the very last step.Example screen from a demo account. Yours shows your own names.

Done when: All six acceptance calls pass and activation is a deliberate last step.

07 · Optional

Hail and PDR FAQs

Let the receptionist answer common questions in your words.

Add a knowledge baseHow PDR works, how you handle estimates and supplements, and your hours.

Keep the price boundaryLeave prices, approvals and coverage out of the FAQs; the team confirms them after the evaluation.

Done when: A process question gets your approved answer, and a price question still gets no quote.

Ready for hail season.

Switch it on only after every acceptance call passes on your installed copy.

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