Setup Checklist

The following checklist details the minimal setup items that you need to define during the initial setup of the HMA SRC application.

Step 1. Admin Hub: Company Tab

Admin Hub & Locations (Company Tab)

Define individual location information, including address, phone number, and a valid email address. Each location will need to be created and updated individually.

Step 2. Employee Roles & Permissions

Roles & Permissions

Employee roles help control access to features using permissions. This provides security for options such as agreement editing, unit movements, and access to certain pages. If an employee doesn't have a role that has permission to a feature, they won't see it.

Step 3. Add Employees & Set Viewership

Employee Hub

After you have defined roles and permissions, add all employees that will be authorized to use the system and select a role for each, as well as define location viewership. Each employee must have a valid email address. For a new employee, write down the User Name and TSD Number and provide to the employee to use as a reference when he or she logs in for the first time. When you save the new employee, an activation URL is sent to the employee's email address, allowing him or her to create a password and log in.

Step 4. Hours of Operation

Management Hub

What are your standard hours of operation? Use the Beginning of Day (Management setting)and End of Day management settings to define when your location begins and ends its day.

Step 5. Business Sources

Available Repair Business Sources (Management Hub setting)

In HMA SRC, a business source is a company or service that sends you business. A source can be a marketing campaign or it can describe how an appointment was booked.

Step 6. Add Units to your Fleet

Fleet Hub

Add a unit (manually):

Navigation from your Home screen:   > New Unit

The Allow Add Vehicle Manually setting must be turned on to manually add units to the fleet. If your location uses automated Fleet Import with unit information provided by your manufacturer , manually adding units may not be available. See "Automated Fleet Import" for more information.

1. Click the plus icon () and select New Unit.
2. On the New Unit screen, enter a unique Unit Number, then type a VIN and press Tab. If applicable, the VIN is matched with a model in your system. At a minimum, HMA SRC fills in the unit’s Year, Make, Model, Trim and Fuel Capacity based on its VIN.
3. (Optional, if available.) Add unit attributes. Manufacturers can add a specific Make, Model, and Trim, click ADD UNIT ATTRIBUTES to access the Add Unit Attributes dialog. Select or enter a specific attribute by selecting the item's check box and typing the unit attribute, or selecting one from the list. Click ADD to fill in the corresponding fields on the unit record and add the new values to the field selection lists for all locations within a dealership, going forward.
4. (Optional.) If you have a Shuttle Service available1 You must have Shuttle Service Available turned on at your location (within the Agreement Types management setting) to use this feature., select the Shuttle check box if this unit will be used as a shuttle.
5. Enter any remaining required information (*). Click CONTINUE.
6. Enter any required local information (*), such as License Plate, Country, State, Miles, and Fuel or Battery Level. Click CONTINUE.
7. Enter any required location information (*), such as the unit's owner and current location, turnback dates, and license plate and inspection expiration dates. Click CONTINUE.
8. Review the unit's information for accuracy and completeness.
9. Click Save. The following occurs:
• The unit's status is set to Ready.
• For locations with rates set up, if a new unit's model is not yet associated with a Model Group, a brief message is displayed in the bottom-left corner of the screen: "You have X model(s) pending Model Group association." See "Model Groups (Rates setting)" for more information about associating models with Model Groups.

Events related to the new unit record are logged in the unit's history, accessible from the History button on the side panel of the unit record. See "Unit History (Event Logging)" for more information.

Import a unit (for those with automated fleet import):

Fleet import alerts can be found in your Fleet Operations. See "Fleet Operations & Performance Dashboards" for more information.

1. View the list of units Pending Import Details, either from the Operations dashboard when you log on, or via the Fleet Hub.
2. Click IMPORT.
3. On the Import From Feed dialog, enter any remaining required information, marked with red asterisks (*). Some information may be filled in and unavailable for editing.

4. Click Import.

Step 7. Contact TSD to Turn on Other Appointment / Agreement Types (and Rates)

Agreement Types (Rates tab of Admin Setup)

Does your location use a Shuttle service? What about a Rental service for customers, or Test Drives?

TSD can turn on different types of appointments or agreements, in addition to loaners, along with rate charging capabilities. For example, if you make a rental service available, you can create rental agreements, create retail rates for rental agreements, and more.

Contact TSD Support at support@tsdweb.com for more information.

Step 8. Add Rates, Charges, and Additional Fees

Rates tab

If your location charges hourly, daily, weekly, or monthly rates for your rental or loaner service, do you plan to create different rates for a different models (e.g., Sedans vs SUVs)?

What about daily or one-time additional fees, such as a smoking or cleaning fee? Some one time fees are set up for you, already: Cleaning fee, Damage Fee, Late Fee, and Out of Area fee. All you have to do is edit the amounts and frequency of these fees, and set them to auto apply to new agreements.

Step 9. Define Taxes & Surcharges

Taxes Setup

If you’ll be charging for incidentals such as damage, lost keys, or fuel, or if you’ll be charging a rate, consult with your accountant to find out if you’ll need to tax any of these items.