How to Process an Online AutoFlow Appointment Without a License Plate and Complete in HITS

This article explains how a customer creates an AutoFlow appointment for a vehicle without entering a license plate, and the how the store operator can still complete the process in HITS by adding the required vehicle details, converting the quote to a work order, and updating the vehicle status to On Lot.

Category applies to both:

• AutoFlow
• HITS

✅ Process Overview

The customer will create an AutoFlow online appointment without a license plate, but the plate must be added later in HITS when processing the appointment into a work order. The process includes:

1. Customer Creating the online appointment in AutoFlow
2. Processing the notification in HITS
3. Completing customer and vehicle records
4. Converting to a work order
5. Setting the appointment to On Lot

     IMAGE SHOWS ONLINE SCHEDULER FIELDS NO LONGER REQUIRED FOR CUSTOMERS 

✅ Step-by-Step Instructions

Part 1: Customer Creates Online Appointments in AutoFlow (No License Plate)

1. Customer Selects the service to be performed
2. They enter their customer information
3. They enter the vehicle information (Year, Make, Model)
4. Customer Skips the License Plate field
   • Note: The license plate will be required later in HITS
5. Customer Clicks Add Vehicle
6. Customer Select the vehicle and click Book Appointment

✅ The appointment is now created without a license plate

1. Refresh AutoFlow and confirm the appointment appears on the active customers page 

Part 2: Process Appointment in HITS

1. Open HITS
2. Click the Notifications (bell icon)
   
   
   
   
3. Locate the AutoFlow appointment
   
   
   
   

Click Process Notification 

Part 3: Add Customer and Vehicle

If New Customer:

1. Select Add Customer
2. Enter complete customer information
3. Click Save and Return

Add Vehicle:

1. Click Add Vehicle
2. Enter required vehicle details, including:
   • License Plate ✅ (Required here)
   • VIN (if available)
3. Save the vehicle

Part 4: Convert to Work Order

1. Return to the main screen
2. Review notes carried over from AutoFlow
3. Go to the Appointments/Status tab

• You will see “NOT SENT” next to AutoFlow because the appointment is currently an open quote
• You will want to convert it so the data transfers between HITS and AutoFlow

1. Click Convert to turn the quote into a work order
   
   
   
   
2. Verify the work order is now open and includes:

• Customer info
• Vehicle info
• Appointment details

1. Return to the Appointments tab

• Status should now show “SENT”

Part 5: Set Vehicle to On Lot in HITS

1. Update the HITS Status to On Lot then select Save

• This converts an Autoflow Appointment into an Active Customer
• Moves the appointment/active customer to the top of the Autoflow Active Customers Page
  
  
  
  

1. Refresh Autoflow
2. Confirm vehicle status is now On Lot in Both Systems

• You should see confirmation the vehicle was set to On Lot

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