Everything you need to run SasFlow CRM
day-to-day.

🔐 Logging in on the web

1. Open your CRM URL in any browser (Chrome, Edge, Safari). Your admin will share the link — usually https://yourdealer.saskey.in.
2. Enter your email address and the temporary password shared by your admin.
3. Click Login. You'll land on your role-specific dashboard.
4. The very first thing to do — change your password. See Change your password.

📊 What each role sees

Dealer Admin & Branch Manager — full overview: today's leads, bookings, deliveries, MTD revenue, team performance, follow-up reminders.

Sales Manager — team scope: leads & bookings for all sales execs reporting to you.

Sales Executive — your own scope: your leads, your bookings, your follow-ups, your test drives for today.

Service Manager / Advisor — service tickets, complaints, technician workload.

🔑 How to change it

1. Click your profile icon in the top-right corner.
2. Choose Change Password.
3. Enter your current password, then a new password (minimum 6 characters).
4. Click Save. You stay logged in — your existing session is preserved.

➕ Creating a lead

1. Go to Leads from the sidebar (or tap the + Lead button on the mobile app).
2. Click New Lead.
3. Fill in: Name, Mobile, Vehicle interested in, Source (Walk-in / Website / Reference / Meta / Phone).
4. Optionally: pick the Village from the autocomplete (pulled from your Village Master).
5. Click Save. The lead is now in your pipeline with status HOT by default.

🔥 Lead temperature: Hot → Warm → Cold

Leads auto-cool over time so stale leads don't clutter your pipeline.

1. HOT — newly created or recently contacted. Default for any new lead.
2. WARM — auto-set after the Hot-to-Warm window (default: 3 days, configurable per dealer).
3. COLD — auto-set after the Warm-to-Cold window (default: 7 days after warm).
4. Logging a follow-up or any activity resets the lead back to HOT.

👥 Reassigning a lead

1. Open the lead from the Leads list.
2. Click Reassign.
3. Pick a team member from the dropdown. Only users on your team appear.
4. Save. The new owner gets a notification.

➡️ Converting a lead

Once the customer is ready, promote the lead from inside the lead detail page:

1. Book Test Drive — opens the test-drive form pre-filled.
2. Create Quotation — opens the quotation builder pre-filled.
3. Create Booking — opens the booking form with the lead's name & vehicle pre-filled.

The original lead stays linked. The new booking/quotation/test-drive shows up in the lead's history.

🚗 Scheduling a test drive

1. Open the lead and click Book Test Drive (or go to Test Drives → New).
2. Pick the vehicle from your Vehicle Master.
3. Pick the driver (a team member with driving privileges).
4. Set date and time.
5. Save. The driver gets a notification.

📸 Before/after photos & odometer

This is best done from the mobile app at the time of the drive.

1. Open the test drive on the mobile app.
2. Tap Start Drive. Capture odometer reading + photos.
3. After the drive, tap Complete Drive. Capture end odometer + photos.
4. Optionally enter fuel cost and notes.
5. Save. The completed drive is now in the lead's history.

📝 Creating a booking

1. From the lead, click Create Booking (or go to Bookings → New).
2. Confirm customer, vehicle (model + variant + colour), expected delivery date.
3. Enter the advance amount and pick payment mode (Cash / UPI / Card / Bank Transfer / Cheque).
4. Click Save Booking. A booking number is auto-generated.
5. An advance receipt is generated automatically and can be shared with the customer.

🏦 Finance application

If the customer wants vehicle finance, capture the DSA & bank details on the booking page.

1. Open the booking and click Add Finance.
2. Enter: DSA name, Bank, loan amount, tenure.
3. Update status as it progresses: Open → Submitted → Approved → Disbursed.
4. Once disbursed, you can mark the booking as ready for delivery.

🧾 Building a quotation

1. Go to Quotations → New or open a lead and click Create Quotation.
2. Pick the customer and the vehicle model + variant. The ex-showroom price loads from Vehicle Master.
3. The system auto-adds: road tax, insurance, registration, accessories (you can edit each).
4. GST splits automatically (CGST + SGST for same-state, IGST for inter-state) based on customer's state.
5. Click Save. A unique quotation number is generated (e.g. QTN/2026-27/00045).

🔗 Sharing with the customer

1. Open the quotation.
2. Click Share Link. A public WhatsApp-friendly URL is copied to your clipboard.
3. Paste it into WhatsApp / SMS / email. The customer can view the quotation in any browser — no login needed.

🚚 Marking a delivery

1. Open the booking that's ready for delivery.
2. Click Mark Delivered.
3. Capture: pre-delivery inspection (PDI) checklist, vehicle photos, customer signature.
4. If RTO documents are ready, attach them too.
5. Save. The booking is sealed. The vehicle now shows under the customer's owned vehicles.

⏰ Scheduling a follow-up

1. Open any lead, customer or booking.
2. Click Add Follow-up.
3. Pick a date, a type (Call / WhatsApp / Visit / Email) and notes.
4. Save. On the due date, the follow-up shows on your dashboard's Today's Follow-ups panel.
5. After you contact the customer, click Mark Complete and add an outcome note.

📍 Sharing your location (mobile)

1. Open the mobile app. Make sure location permission is set to Allow all the time (Android) or Always (iOS).
2. The app pings your location every few minutes automatically while you're on the clock.
3. You can also tap Update Location Now from the home screen.

🗺️ Manager view

1. Go to Field Tracking from the sidebar.
2. You see a live map with all your team's last-known locations.
3. Click any pin to see last-updated timestamp, and the full route history for the day.

🛠️ Creating a retrofitment job sheet

1. Go to LPG → New Job.
2. Enter customer + vehicle details and select the retrofitment kit.
3. Add parts used from the Items master + labour charges.
4. Capture before photos and start the job.
5. When done, capture after photos, mark complete, and record payment.

🔧 Logging a service request / complaint

1. Open the customer or vehicle.
2. Click Add Complaint (or New Service Ticket).
3. Choose priority (High / Medium / Low) and category.
4. Assign to a Service Advisor or Technician.
5. Save. The assignee gets a notification and the ticket appears in their queue.

👤 Adding a team member

1. Go to Team in the sidebar.
2. Click + New User.
3. Enter: Full name, email, mobile, role, branch, reporting manager.
4. Set an initial password (you can share it via WhatsApp; user will change it on first login).
5. Save. The user can log in immediately.

🚫 Deactivating a user

1. Open the user from the Team page.
2. Click Deactivate.
3. The user is locked out immediately — even if they're already logged in, their next click returns an error.

🔁 Reporting hierarchy

Each user (except Dealer Admin) has a reporting manager. This drives the "team scope" feature — your manager sees your data automatically.

Example: Sales Manager Vimal has 4 Sales Executives reporting to him. Vimal's dashboard shows leads + bookings for all 4, without needing extra permissions.

🧩 Dealer-level modules

Saskey super-admin enables modules per dealer at sign-up. Examples: Leads, Bookings, Quotations, LPG, Service, Field Tracking. A module that's not enabled simply doesn't appear in any user's sidebar.

🔓 User-level overrides

1. Open the user from the Team page.
2. Click Edit Modules.
3. Toggle individual modules on (grant) or off (revoke) for this user.
4. Save. Effective modules = role defaults ∩ dealer modules ∪ grants − revokes.

🏢 Updating company info

1. Go to Settings → Dealer.
2. Update: Dealer Name, Location, Phone, Email, GSTIN, City, State, Pincode.
3. Save. These show on invoices, quotations and receipts.

🗂️ Custom field configuration

You can add custom fields to Customers, Leads and Quotations:

1. Go to Settings → Dealer → Field Configuration.
2. Pick Customer / Lead / Quotation.
3. Add a new field: name, type (text / number / date / dropdown), mandatory yes/no.
4. Save. The field shows up immediately on the relevant form.

🚙 Vehicle Master

1. Go to Vehicle Master.
2. Click + Add Model. Enter brand, model, variant, colours.
3. Set the ex-showroom price per variant.
4. Save. The model is now available on Quotations, Bookings and Test Drives.

💰 Updating prices

When prices change (manufacturer revision), go to Vehicle Prices, find the variant, edit the price, save. New quotations pick up the new price automatically. Existing quotations are not modified.

🔢 Active user count

Your dealer has a max users cap (e.g. 10, 15, 25 — set by Saskey based on your plan). Only active users count.

1. Go to Team. The header shows 5 / 10 users.
2. If you hit the cap, new user creation is blocked.
3. To free a slot: deactivate an unused user. Their slot is freed instantly.
4. To raise the cap: contact Saskey.

📅 License expiry

Every dealer has a license expiry date. On or after that date, all logins and API calls return 403 — License expired. No one can use the system until renewal.

1. Go to Settings → Dealer. Your expiry date is shown at the top.
2. If expiry is within 7 days, a yellow banner shows on every screen.
3. To renew, contact Saskey with your payment.
4. Once renewed, the new date is pushed and the banner disappears.

📧 8 AM IST auto-report

Every morning at 8:00 AM IST, Dealer Admin gets an automated email/WhatsApp digest of yesterday's activity:

• New leads · by source & by owner
• Test drives completed
• Bookings created · with advance collected
• Deliveries marked
• Follow-ups completed vs missed
• Conversions (lead → booking, booking → delivery)

▶️ Triggering manually

If you want yesterday's report again on demand, go to Settings → Reports → Send Daily Report Now. It runs immediately for your dealer.

🤖 Android (Play Store)

1. Open Google Play Store on your Android phone.
2. Search for SasFlow CRM.
3. Tap Install.
4. Open the app once installed.

🍎 iOS (App Store)

1. Open App Store on your iPhone.
2. Search for SasFlow CRM.
3. Tap Get, authenticate with Face ID / Touch ID.
4. Open the app once installed.

🔓 Logging in

1. Open the app.
2. Enter your email and password (same as the web).
3. Tap Login.
4. Allow the requested permissions when prompted (location, camera, notifications).

📡 Why we need location

If your role is field-based (Sales Executive, Technician, LPG Installer), your live location is shared with your manager so they can see where the team is.

Android: Settings → Apps → SasFlow CRM → Permissions → Location → Allow all the time.

iOS: Settings → SasFlow CRM → Location → Always.

🚧 Common causes

1. Wrong password — you'll see "Invalid credentials". Try again carefully, then ask admin for a reset.
2. Caps lock on — passwords are case-sensitive.
3. Wrong email — confirm the email your admin set up for you.
4. Account deactivated — see next section.
5. License expired — see "License expired" below.

🚫 What it means

Your Dealer Admin has deactivated your user. This could be because you've changed roles, left the company, or it was set in error.

Fix: ask your Dealer Admin to reactivate you from the Team page. Access is restored immediately.

📅 What it means

Your dealership's CRM subscription has ended. Every user in your company is locked out — not just you.

Fix: your Dealer Admin needs to contact Saskey to renew. WhatsApp +91 84892 56789 with payment, and access is restored the same business day.

🔐 What it means

The module you're trying to open is disabled — either at the dealer level or for your user specifically.

Fix:

1. Ask your Dealer Admin to check if the module is enabled at the dealer level.
2. If yes, ask them to grant it to your user via Team → Edit Modules.
3. If the dealer doesn't have the module at all, your admin needs to contact Saskey to enable it for your subscription.

📵 Common fixes

1. Force-close + reopen the app. Solves 80% of stuck screens.
2. Check your internet — if data is off, the app shows cached data but new actions fail.
3. Update the app from Play Store / App Store. Old versions may break after a server update.
4. Reinstall as a last resort. Your data is server-side, so nothing is lost.

🐛 Still broken?

WhatsApp Saskey support on +91 84892 56789 with:

• Your dealer name and your email.
• What you were doing when it broke (e.g. "saving a quotation").
• A screenshot or short screen-recording of the error.
• Your phone model and OS version (e.g. "Samsung A54, Android 14").