Admin & Help
Roles — what each role can do
Section titled “Roles — what each role can do”Every person on your team has a role. The role controls what they can see and do. Pick the right role when you invite someone — you can always change it later.
| Role | View the board | Add notes / photos | Add or edit work | Approve work | Archive cars | Invite users | Set up steps / labels |
|---|---|---|---|---|---|---|---|
| Observer | ✓ | — | — | — | — | — | — |
| Vendor | ✓ | ✓ (their cars only) | — | — | — | — | — |
| User | ✓ | ✓ | ✓ | — | — | — | — |
| Tech | ✓ | ✓ | ✓ | — | — | — | — |
| Parts | ✓ | ✓ | ✓ | — | — | — | — |
| Manager | ✓ | ✓ | ✓ | ✓ | ✓ | — | — |
| Rooftop Admin | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Platform Admin | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Observer is view-only. Use it for anyone who needs to watch without touching anything.
Vendor sees only the cars assigned to them. They can add notes and photos on those cars.
Tech marks jobs done and runs inspections. Parts sees and updates parts-related items.
Rooftop Admin sets up steps, labels, and users for one rooftop. Platform Admin works across all rooftops.
Inviting team members
Section titled “Inviting team members”Anyone on your team needs an invite before they can sign in.
- Open Admin → Team.
- Tap Invite.
- Enter the person’s email address.
- Pick their role from the list.
- Tap Send Invite.
They get an email from hello@easyreconauto.com. The first time they open the link, they set their own password. They land on the board right away.
If they don’t see the invite, ask them to check spam. Resend from Admin → Team if needed.
Changing someone’s role
Section titled “Changing someone’s role”Open Admin → Team. Tap the person’s name. Pick their new role. Tap Save. The change takes effect immediately — no sign-out needed.
Change a role any time someone’s job changes. A tech promoted to Manager gets approve access the moment you save.
Deactivating someone
Section titled “Deactivating someone”When someone leaves, deactivate them right away. Open Admin → Team. Tap their name. Tap Deactivate. Confirm.
They can no longer sign in. Their history — notes, work items, moves — stays in the system.
Multi-rooftop access
Section titled “Multi-rooftop access”If you manage more than one store, each store is a separate rooftop. Ask your Platform Admin to add the other rooftop to your account. Once they do, a rooftop picker appears at the top of the app. Tap it to switch stores.
Each rooftop has its own board, steps, team, and settings. Nothing carries over automatically.
If you don’t see the rooftop picker, you only have access to one rooftop. Email hello@easyreconauto.com to request access.
Rooftop settings: labor rate, ADR, timezone, theme
Section titled “Rooftop settings: labor rate, ADR, timezone, theme”These four settings shape how EasyRecon calculates costs and times for your store.
| Setting | What it controls | Where to find it |
|---|---|---|
| Labor rate | What your shop charges per labor hour. Used in work-item pricing math. | Admin → Rooftop → General |
| Average daily holding cost (ADR) | Your daily cost of holding an unsold car. Used by the Holding Cost KPI. | Admin → Rooftop → General |
| Timezone | When the day rolls over for SMS briefings and daily reports. | Admin → Rooftop → General |
| Theme (light / dark) | Visual mode — light or dark background. | Admin → Rooftop → Display |
Set your labor rate to what your shop actually charges. Every work item with hours pulls from this number. See Vehicles for how Holding Cost appears on the vehicle overview. See Views & Reports for how ADR feeds into the Morning Briefing and Command Center.
Mention groups and the advisor group
Section titled “Mention groups and the advisor group”EasyRecon has three built-in mention groups: @service, @parts, and @detail. Type one in a note and everyone in that group gets notified.
The advisor group is separate. Members get the Morning Briefing — a daily SMS with overnight activity, overdue cars, and what to tackle first.
Your Manager sets up group membership in Admin → Team → Groups. You can also create custom mention groups — they work the same as the built-in ones.
Mobile vs desktop — quick reference
Section titled “Mobile vs desktop — quick reference”Both the mobile app and desktop browser work with EasyRecon. Use the right one for the job.
| Mobile is best for | Desktop is best for |
|---|---|
| Walking the shop floor | Bulk admin tasks |
| Taking photos on the car | Reading reports |
| Voice notes | Dense list view with many columns |
| Quick status checks | Deep filtering and sorting |
| Swipe & Speak inspections | Daily briefing print view |
You can switch between mobile and desktop any time. Your data is always in sync.
Common questions (FAQ)
Section titled “Common questions (FAQ)”I forgot my password. What now? Tap Forgot Password on the sign-in screen. Enter your email. Check your inbox for a reset link. If you don’t see it in a minute, check spam.
Why can’t I see a vehicle? Either it’s archived, or you don’t have access to that rooftop. Check the Archived filter on the board. If it’s not there, ask your Manager to confirm which rooftop the car is on.
Why can’t I approve work? Approving work items requires Manager role or higher. If you need to approve work and can’t, ask your Manager to do it or to upgrade your role.
Where do my photos go? Photos stay with the car. Even after you archive the vehicle, the photos are still there. Open the archived car and tap the Photos tab.
Why isn’t my vendor getting texts? Two things to check: (1) the vendor is invited with the Vendor role, and (2) a mobile number is saved on their profile. Both must be true for vendor SMS to work.
Why isn’t my Morning Briefing arriving? Three things must all be true: SMS is enabled for your rooftop, you are in the advisor group, and your mobile number is saved on your profile. If any one of these is missing, the briefing won’t arrive. Ask your Rooftop Admin to check all three.
How do I change my notification settings? Go to Profile → Notifications. You can turn SMS on or off and pick which step events you want to hear about.
Why does the board show different numbers than my old whiteboard? Active Days only counts the working portion of recon — from Ready For Service through Photos — by default. It does not count intake steps like Incoming or terminal steps like Frontline. Your whiteboard probably counted all days from lot arrival. The numbers are measuring different things.
When something’s broken (Troubleshooting)
Section titled “When something’s broken (Troubleshooting)”Login problems
Use Forgot Password on the sign-in screen. Use the same email that received your invite. Invite emails come from hello@easyreconauto.com.
Vehicle is missing from the board Check the Archived filter on the board. Also confirm you are on the right rooftop — tap the rooftop picker at the top.
Can’t approve a work item You need Manager role or higher. Try refreshing the page. If it still fails, contact your Rooftop Admin.
No SMS notifications arriving Check all three: (1) Admin → Rooftop shows SMS enabled; (2) your profile has your mobile number; (3) Profile → Notifications shows SMS opted in.
AI not responding
Wait a minute and try again. If still down, email hello@easyreconauto.com.
Photo upload failing Check your signal. Large files retry in the background — check the Photos tab a minute later.
Inventory feed not importing
Go to Admin → Feeds and look for an error badge. Feeds run every 3 hours by default. Email hello@easyreconauto.com with the error text if you need help.
Contact us
Section titled “Contact us”Email hello@easyreconauto.com. Include your rooftop name. If your question is about a specific car, include the stock number or VIN. If something looks wrong on screen, attach a screenshot — it helps us find the problem faster.