Settings

The Settings tab controls what customers see in the portal and which TracsConnect features are on for this app.

Before you start

• Your shop code is set in the dashboard
• Your TRACS shop is active and connected
• You know which work-order stages should be visible to customers

Open the Settings tab

In TracsConnect

Sign in to your dashboard, open Setup in the sidebar, then click TracsConnect Portal. The page opens on the Settings tab by default.

Choose which portal features are on

The Settings tab is organized as a stack of feature toggles. Turn on the ones your shop wants customers to use:

| Feature | What it does | |---|---| | Enable Appointment Scheduling | Lets customers request a service appointment from the portal. If your shop has Auto-Ops linked, the Auto-Ops scheduler replaces the built-in one. | | Estimate Approvals | Lets customers view and approve sub-estimates on open Repair Orders. You control which TRACS stages make a sub-estimate visible to the customer. | | Display Work Order Stages | Shows customers a simplified progress bar — like “Working on it” or “Ready for pickup” — mapped to your internal TRACS stages. | | Document Uploads | Lets customers upload registration, insurance, and aftermarket warranty documents. The portal reads the expiry dates and attaches a link to the vehicle notes in TRACS. |

Each toggle expands to show its own settings once you turn it on.

Map customer-facing stages to TRACS stages

The portal can show customers a simplified progress bar — like Dropped Off, Working on it, and Ready for Pickup — that maps to your shop’s internal TRACS stages. Customers never see the stage names you use internally.

This setup lives inside the Display Work Order Stages toggle, under a section called Customer-Facing Repair Order Status Mapping.

1. Turn on Display Work Order Stages if it isn’t already.
2. Type a customer-friendly stage name (for example Waiting on Approval or In Progress) into the text field and click Add Stage. Repeat for each stage you want customers to see. You can also pick from the quick-add buttons for common names.
3. Click Auto-Fetch Stages to load every stage currently in your TRACS Flow settings into a “Discovered TRACS Stages” list.
4. Drag TRACS stage names from that list and drop them onto the customer-facing stage they should map to. Multiple TRACS stages can map to one customer-facing stage.
5. Drag customer-facing stages to reorder them — that order is the left-to-right progress bar customers see.

Tip

Keep stage names short and customer-friendly. “Working on it” reads better than “Service in progress, awaiting parts”.

Note

The Estimate Approvals toggle has its own separate list of TRACS stages, used only to decide when a sub-estimate becomes visible to the customer. Click Auto-Fetch from TRACS inside that toggle, then delete any stages where you do NOT want customers to see sub-estimates — only keep the stages where approval is needed.

How estimate approvals reach TRACS

When a customer taps Approve on a sub-estimate, TracsConnect captures the authorization, copies the approved sub-estimate onto the main work order in TRACS, and updates the Repair Order stage in TRACS. The shop sees the approval reflected in the work order without any manual data entry.

Save changes

Settings save automatically about a second after you stop editing. The portal picks up changes the next time a customer opens or refreshes the page.