BayIQ filters identify part numbers and keywords, which are then used to trigger service reminders to your customers. Filters can be used for tire rotations, state inspections, and oil change reminders. These reminders are sent at the following frequencies:
- Tire Rotations - 6 months or 6000 miles, whichever occurs first.
- State Inspections - Annually or bi-annually depending on state requirements
- Oil Changes - Available for factory intervals, based on mileage for severe driving conditions, or dealer defined intervals of 3000, 5000, 7500, or 10000 miles.
Login into the BayIQ dashboard, then select Settings > Filters.
This will populate the Database Filters. Then, select Emails.
Once selected, the email tab will expand to show the available filters.
State Inspections and Tire Rotations
State Inspection reminders can be set to intervals of either 1 or 2 years. Find State Inspection email settings: Settings > Markets > Options > Edit > Communications > State Inspection Rewards.
Tire Rotation reminders are sent when BayIQ estimates the customer has reached 6000 miles or if it has been 6 months since their last rotation, whichever happens first. Find Tire Rotation reminder email settings: Settings > Markets > Options > Edit > Communications > Tire Rotation Rewards.
Oil Change Reminders
Oil Change reminders can be triggered one of two ways; factory intervals, which are based on mileage for severe driving conditions, or dealer defined intervals of 3000, 5000, 7500, or 10000 miles.
Factory intervals reminders are sent using the filter “Oil Change”, with no mileage specified.
User Defined reminders include a number in the title representing the mileage; Oil Change 3000, Oil Change 5000, Oil Change 7500, and Oil Change 10000. The oil change reminders are sent when BayIQ estimates the customer has reached the specified mileage. A customer’s mileage is estimated either by a national average of 32 miles per day, or by determining an average daily mileage for the customer, based on their vehicle’s mileage at the time of a future service.
Example: A customer’s mileage at the time of a service is 6000 miles. The customer comes back for another service 60 days later and their vehicle mileage is 9000. BayIQ would estimate this customer drives around 50 miles per day.
Edit a Filter
To edit an individual filter, click on the name. Oil Change 3000 is used in the example below.
Filters are used to ensure the reminders are triggered after the desired service. Filters are required for all service reminders; oil change, tire rotation, and state inspection.
The “include” fields allows BayIQ to search invoice descriptions for keywords. BayIQ then uses the descriptions to recognize which customers have received the specific service and should receive a reminder for their next service in the future.
Using Oil Change 3000 as an example, the word “oil” would be placed in the “Include” field. BayIQ then searches the line item descriptions for the word “oil” and then displays the matching line items (shown by the letter D above), typically returning items like full synthetic oil change, oil pan, coil, synthetic oil change, Mobil 1 oil change, diesel oil, oil filter, oil gasket, oil leak, etc.
Note: The include field is a like search, searching for line items that contain the word “oil” but do not need to exactly match.
The “Exclude” keywords are used to ignore non-relevant part numbers which contain “oil”. In the sample example above, keywords are used to exclude line items where “oil” would be included but are not used for oil changes such as pan, synthetic, Mobil, coil, gasket, diesel, or leak.
Part Number and Code Filters (C)
The part number and code fields are used to narrow the line item selections, populated at the bottom of the window. Only one part number can be used, however partial part numbers can also be used if the first characters represent a group of part numbers.
Example: If the part number LOF1 represents all Oil Change 3000 line items, only LOF1 needs to be added. However if LOF1, LOF2, and LOF3 all represent an oil change you’d like to use for the Oil Change 3000 reminder emails, simple use LOF instead to include all three parts. Remember to use the “Exclude field” if the part number group (LOF for example) includes line items not pertaining to Oil Change 3000.
Remember to click SAVE at the bottom of the window.
You may realize through this process of creating filters you’d benefit from a more standardized and simplified part numbering and/or line item - this is highly recommended by BayIQ. This will simplify the process of setting up your service reminders as well as tracking inventory, outside part purchases, tech hours, and profitability.