Employee and Salesperson Creation Process – SOP

EV Service Workshop / Excellon DMS | Dealer Standard Operating Procedure

INTRODUCTION

What is a Employee in the System? A Employee (also referred to as a Service Technician) is a skilled professional registered in the Excellon DMS who performs repair, maintenance, and inspection tasks on vehicles. Each employee is created as a digital profile in the Employee Master screen, enabling the system to track assignments, workload, and performance. Why This Document is Used This SOP provides a step-by-step guide to register service technicians in the system, assign employees to Job Cards for service work, and track technician performance and workload across the workshop. Importance in Workshop Operations Without a properly configured employee profile, service advisors cannot assign work through Job Cards, managers cannot monitor workshop productivity, and the dealership loses visibility into technician utilization and service quality.

NAVIGATION

Follow these steps to navigate to the Employee Detail screen:

CREATE NEW EMPLOYEE ENTRY

Step 1: Click “New” On the Employee Detail screen, locate and click the “New” button at the top of the page. This opens a blank Employee Creation form.

BASIC INFORMATION

Code (Mandatory)A unique identifier for the employee. This may be auto-generated or manually entered depending on system configuration. Example: EMP-001, EMP-002.First Name (Mandatory)Enter the employee’s first name exactly as it appears on official records. Middle Name (Optional)Enter the middle name if applicable. This field can be left blank. Last Name (Mandatory)Enter the employee’s surname / family name. Company (Optional)If the employee is employed through a third-party service company, enter the company name here.

ADDRESS AND CONTACT DETAILS

Address Details Address Line 1 – Enter the primary street address of the employee.

ADDITIONAL INFORMATION

CONTACT TYPE

SAVE EMPLOYEE or SALESPERSON

Step 1: Review All Entered Information Before saving, carefully review all the fields you have filled in. Ensure that the Code, Name, Mobile Number, and Skills are correctly entered.

WHERE EMPLOYEE IS USED

Unified Across the DMS Employee is one unified entity used throughout the DMS. The same record represents every role — Mechanic, Service Advisor, Sales Person, or Sales Advisor — so every operation can be managed from a single place. One Record, Every Role Whether the person works in the workshop, on the service desk, or on the sales floor, they are created once as an Employee. That single record then drives Job Cards, Service Assignments, Sales entries, and reports across the system. Practical
Example1. An Employee record is created once and tagged with the relevant role (Mechanic, Service Advisor, Sales Person, or Sales Advisor).2. The same Employee appears in every relevant dropdown — Job Cards, Service Assignment, Sales Invoices, and Follow-ups.3. Tasks are assigned, work is performed, and updates are recorded directly against that Employee.4. Managers can track activity, performance, and payouts for every role from a single Employee view.

BEST PRACTICES AND COMMON MISTAKES

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BEST PRACTICES AND COMMON MISTAKES

Best Practices