Bring your shop
online right

One owner or GM who answers intake questions and can approve policies, pricing, and roster phones the same day.

Need from shop: Name + cell for the champion

Best is a normal selling week, not the day before a holiday close. We schedule data wiring first, then a floor day for the crew.

Need from shop: Preferred week + blackout dates

iPhone: App Store / TestFlight build for Vanta Auto. Android: Play Store or Trusted Web Activity. Fallback: Safari/Chrome home-screen PWA at vanta-auto.com.

Need from shop: Rough count of iPhone vs Android on the crew

The app is English and Spanish on every screen. Note who needs Spanish-first so we set language on first login.

Need from shop: List of Spanish-primary team members (if any)

Store number becomes the permanent ID. Short name shows in the switcher and headers.

Need from shop: e.g. 44224 · American Fork · UT · Mountain

Used for the on-site flag on clock-ins and photo proofs. Advisory only (never blocks a punch).

Need from shop: Full street address; GPS pin if you have it

These accounts get Command Center, Actions approvals, and leadership push categories.

Need from shop: Owner + every manager: full name and mobile

One row per person: first, last, mobile phone, email (enables Google sign-in), role (owner / manager / sales / tire-tech / lube-tech / alignment-tech / mechanic / shop-foreman), and POS login code (Slsmn) for anyone who sells.

Need from shop: Complete roster. POS code is required for sales reps so EOD ties to them.

We can preload accounts and deactivate later. Better than missing a phone that still works for login.

Need from shop: Names leaving in the next 30 days

Franchise nightly EOD PDF email (Navex-style), Shopmonkey, Tekmetric, Mitchell1, R.O. Writer, TireMaster, or other. Path differs by system.

Need from shop: POS product name + version if known

For franchise stores this is often a store-numbered address on your franchisor's domain. We match ingest on that sender.

Need from shop: Full From email that sends EOD Reports

We give you the onboarding mailbox. Confirm the first live EOD (or a recent one) lands there before go-live.

Need from shop: Checkbox: first EOD confirmed in Vanta Auto inbox

We validate the parser against your real report layout before backfill. One quiet day and one busy day is ideal.

Need from shop: PDFs or email forwards of recent EOD Reports

Shopmonkey, Tekmetric, and similar can use API keys or OAuth for richer data later. PDF path works without this.

Need from shop: API key, admin login for OAuth, or “PDF only for now”

Miscoded tickets skew TPP, alignments, and coaching. Tell us which POS categories map to tires, TPP, alignments, oil, etc.

Need from shop: Short list of required ticket categories / how you code jobs

Common picks: last 90 days (fast), last 12 months (good YoY), or 2-3 calendar years (best for seasonality). More history = more parse time.

Need from shop: Decision: 90 days / 12 months / 2 years / 3 years / skip for now

Best: forward a Gmail/Outlook search of EOD Reports for the range, or zip PDFs by date. Subject lines like “EOD Reports for: MM/DD/YYYY” parse cleanly.

Need from shop: PDFs, shared mailbox, or export dump for the chosen range

Old daily/monthly targets (even a spreadsheet) help us set starting goals that match how you already manage.

Need from shop: Spreadsheet or notes of past store/rep goals

Remodel, new competitor, COVID-year anomaly, ownership change. We can exclude or flag those months so forecasts are not distorted.

Need from shop: Rough date ranges to treat carefully

Simplii, Marchex, RingCentral, Dialpad, CallRail, or “plain landline, no cloud.” Determines whether scoring can auto-pull.

Need from shop: Vendor name + account admin contact

We only score recordings the shop already keeps. If recording is off, decide whether to turn it on for sales lines.

Need from shop: Yes/no + which lines (main, sales, service)

For Simplii/Marchex: API base, key, and account ID. We pull on a schedule and score for coaching notes.

Need from shop: API key(s) or invite a Vanta Auto integration user

Which extension or agent name is which employee. Without this, calls land unattributed.

Need from shop: Spreadsheet: extension → employee name / POS code

Same idea as EOD backlog: last 30-90 days of recorded sales calls for baseline scoring before go-live.

Need from shop: Export or API access for the range, or “live only”

Confirm your state rules and any on-hold disclosure. We treat scoring as internal QA on recordings you already store.

Need from shop: One-line confirmation you already record lawfully

Homebase PDF export, paper grid, another app, or “we will build it in Vanta Auto.”

Need from shop: Source + sample week if importing

Selling days drive goal math and EOD expectation. Closed days should not look like “missed EOD.”

Need from shop: Regular hours + known holiday calendar

How PTO is requested, blackout dates, who approves. Bay Ops Brain and managers use this when people ask.

Need from shop: Short PTO / attendance policy

Store daily $, store monthly $ (or we compute daily × ~26 selling days), alignment attach %, and per-rep daily/monthly targets.

Need from shop: Numbers for store + each sales login

VIP / house accounts are not graded like retail tickets. Coach and scoreboard skip them when named.

Need from shop: One name per line (City of …, dealership, etc.)

Parts, tires, oil, sublets, emergency numbers. Passwords are owner-only in the app.

Need from shop: Vendor name, phone, optional login notes

What you want on Store Check and Shop every day/week. We seed defaults; you edit later in-app.

Need from shop: Photo or list of current paper checklists, or “use defaults”

Before/after bay, lobby, bathrooms, lot. Earn Points runs on these.

Need from shop: 3-10 tasks with rough point values

Gas cards, merch, early leave, lunch, detail. Point costs and who fulfills redemptions.

Need from shop: List of rewards + who hands them out

e.g. first to 10 TPPs, team gross week, alignment attach race. Live standings need EOD wired.

Need from shop: Contest name, metric, start/end, prize

Owner writes it, AI drafts for edit, or fixed rotation. Set once in Account after login.

Need from shop: Preference: write myself / AI draft / later

Oil menu, mount/balance, TPP, flushes, brakes, alignments, diagnostic fee. PDF, photo of board, or spreadsheet.

Need from shop: Files or clear photos of posted pricing

National franchise warranty notes, TPP claims process, mileage proration, who eats labor on comebacks.

Need from shop: PDFs or written rules

Opening script, price objection lines, appointment ask. We load these into training + Bay Ops Brain.

Need from shop: Docs, Google Doc link, or short voice notes

Inspection standards, torque policy, red-tag process, new-hire week checklist.

Need from shop: Any training binder PDFs worth keeping

Where reps find current promos and who updates them. Stale promos in Bay Ops Brain are worse than none.

Need from shop: Current flyer or link + update owner

TPP price and coverage, good-better-best tire ladder, mount/balance, oil menu, discount authority, price match rules, diagnostic fee, employee purchases. Starred items in our owner questionnaire.

Need from shop: Written or dictated answers (Teach page after login)

Sublets (machine work, glass, programming, etc.) so Bay Ops Brain does not invent capability.

Need from shop: List of “we send out” jobs + preferred vendors

Store row, phones allowlisted, roles, forecast defaults. No one can create a login until their phone is on the roster.

One recent report ingested, totals match the PDF summary, rep logins mapped.

Per the depth you chose in phase 4. Large ranges can take a day of parse time.

Provider adapter live, a few calls scored, attribution checked against roster.

Ready for leadership login review.

We text or email the champion: open the app, create a password, walk the checklist below.

Sign in with the mobile on the roster. First time: verify with the texted code (or a manager setup code) and create a password. Google sign-in with your roster email also works.

Account → Notifications. Leadership needs crew punch pings, rewards, proofs, time off, and teach requests.

Use the field-test panel. Lock the phone and confirm the notification opens the right screen.

Command → Numbers. Confirm store total and at least one rep look right vs the POS report.

Goals page: store daily, monthly, attach %, per-rep targets editable.

Brain → Teach. Pricing and warranty first. This is the highest leverage hour for Bay Ops Brain

Home “Today’s play” should show your voice before the crew arrives.

Have one manager submit dummy requests so the owner sees Decide now and badges.

Phone must match the roster exactly (same mobile they use day to day). Verify with the texted code or a manager setup code; Google sign-in works with a roster email. Manager resets from Account if someone locks out.

iOS: allow system prompt. Android: allow + check battery optimization is not killing the app. PWA: open from home-screen icon.

Lock phone → send test → tap notification → lands in app.

About 36 questions. Powers coaching tone and training. Owners can skip.

Time Clock → clock in with location on. Manager confirms on-site flag looks right for the building.

Camera permission, photo uploads, manager sees it under Verify / Actions.

Price, warranty, “what’s our TPP?” Unanswered gaps should open Teach for the owner.

Sign-in or Account language toggle. Every screen follows.

Proves lesson + quiz path works on their device (mic optional).

Home kudos widget. Seeds the social loop.

Daily, rewards, leadership, shift, numbers. Confirm wording and deep links (Actions, Time Clock, Scoreboard).

Front and rear; upload completes on cellular, not only Wi-Fi.

Browser/system mic permission granted. Speak a short question; transcript appears.

Precise location while using the app. Indoor steel buildings may drift; flag is advisory.

App not force-quit by “battery saver.” Notifications still arrive when locked 2+ minutes.

Home-screen widget shows something sensible; taps open the right place.

Numbers update, standouts fire if configured, “numbers are in” style push if enabled.

Command → Coaching / Sales Reps. Spot-check two reps against the PDF.

At least half the opted-in phones get it. Fix silent devices immediately.

Rewards, proofs, time off, teach queue. Pending badge should go to zero most days.

Standings move after EODs. Announce on the floor.

Who has not logged in, push failures, EOD misses, Bay Ops Brain wrong answers, goal tweaks.

Need from shop: Scheduled 20-minute call