Overview
With the addition of multiple contacts to an Individual Customer profile, you can now share the RO with more than one contact, allowing someone other than the 'primary' customer to provide approvals. These Estimate or Recommendation* approvals will be appropriately tracked, to help show who actually provided the authorization.
*Note that in order to properly track approvals on recommendations, you must have the Recommendation Approvals setting under Shop Settings > RO Info enabled. For more information on Recommendation Approvals, click here.
The purpose of this article is to review how to share with multiple contacts as well as obtaining and viewing any additional contact approvals.
Table of Contents:
- Adding Additional Contacts
- Sharing via Email
- Sharing via Text *Twilio approval required
- Approval via Customer Share Link (DVX)
- Approval in Person
Adding Additional Contacts
Before you are able to share with multiple contacts, you must first have them added to the 'primary' customer profile as an Additional Contact and then have an email or mobile number added for them.
You can do this by opening the customer profile, selecting the pencil icon next to 'Contact Info' to edit, and then choosing the button to add an additional contact. More information on this process is detailed in this article.
In order to share via email, the additional contact needs to have a valid email address entered. To share via text message, the shop must be Twilio approved and a valid mobile number needs to be associated with the additional contact. More information on these sharing methods are explained below.
You can share an RO via email with multiple contacts, as long as these contacts have email addresses associated with them. To share via email, click on the 'Share' button across the bottom of the screen, select to share with customer, choose email, then you will select who will be the primary recipient and who will be cc'd on the email.
Sharing via Text *Twilio approval required
Before being able to send any kind of outgoing texts, including through the RO, you must first be registered and approved with Twilio, our messaging partner. For information on Twilio registration, click here. Once you're ready to send a text, you would click on the 'Share' button across the bottom of the RO, choose to share with customer, then select the 'Text' option.
By default, the phone number that populates is the 'primary' customer's preferred number. You may include any other mobile number that is associated to an additional contact as well. A group text thread will not be created, instead each person will receive their own individual text message.
If a number you need to send a text to is not appearing, please ensure the contact under the customer profile has a mobile number associated.
Approval via Customer Share Link (DVX)
When sharing the RO link with the customer and any additional contacts via email or text message, they are able to approve the Estimate or recommendations directly through the DVX (aka: customer share link). The name for the Estimate approval will auto-populate to the individual who opened the link sent to them.
For example: a link was sent to John and Jane, if John opens the link, the approval will auto populate with his name. The same happens if Jane opens the link that was sent to her, her name would auto populate as the approver. However, this is changeable by selecting the name dropdown box located above the signature field, see example below:
NOTE: When approving Estimates, the name of the approver is able to be changed via dropdown. However when approving recommendations; the only way to capture exactly who approved the recommendations is to have the Recommendation Approvals setting enabled, for more information click here.
When starting the Estimate, there is the option to change who is authorizing the RO in person. To change who is approving the Estimate and providing the signature, click directly on the name in blue text above the signature box to select another contact from a dropdown menu.
If there is a relationship entered for the additional contact under the 'primary' customer's profile, then you will see the relationship in the dropdown menu.
The Authorization Summary will show who signed for the Estimate, along with displaying the captured signature. If both of the Recommendation Approvals options are enabled in Shop Settings, the Authorization Summary will also show who approved the recommendation, the approval type, and show the signature.
See an example of both the Estimate and Recommendation approvals being captured in the Authorization Summary below:
