Documentation

Company Information

Your company profile contains essential business details visible to your team:

• Business Name - Your dealership's trading name
• Company Registration - Your registered company number (if applicable)
• VAT Number - For VAT-registered businesses
• Contact Details - Primary phone, email, and address
• Business Hours - Your standard opening times

Location Management

For multi-site operations, each location is tracked separately:

1. Go to Company Info and scroll to Locations
2. Click Add Location to create a new site
3. Enter the location name (e.g., "Manchester Showroom")
4. Add the full address, phone, and email
5. Mark one location as Primary (your main site)
6. Save the location - vehicles can now be assigned here

Adding New Users

Invite staff members to join your 4-Court account:

1. Navigate to User Management from your dashboard
2. Click the Add User button
3. Enter their first name, last name, and email address
4. Select their role:
   • Manager - Team oversight and approvals
   • Sales Staff - Customer-facing sales activities
   • Office Staff - Inventory and admin tasks
   • Accountant - Financial reporting (read-only)
5. Click Send Invitation
6. The user receives an email with a link to set their password

Managing Existing Users

From the user list, you can:

• Edit - Change their name, email, or role
• Reset Password - Send them a password reset email
• Disable 2FA - Remove two-factor authentication if they've lost access to their authenticator app
• Deactivate - Prevent login while preserving their activity history
• Reactivate - Restore access to a previously deactivated user

Role Permissions Overview

Understanding Your Plan

The Billing page shows:

• Current Plan - Your subscription tier and monthly price
• Billing Period - When your subscription renews
• Usage - Vehicles sold vs. your plan limit
• Payment History - Past invoices with download links

Changing Your Plan

To upgrade or downgrade your subscription:

1. Go to Billing from your dashboard
2. Click Change Plan
3. Review the available plans and select your new plan
4. For upgrades: Change takes effect immediately; you're charged a prorated amount
5. For downgrades: Change is scheduled for the end of your current billing period

Managing Payment Methods

Click Manage Payment Methods to access the Stripe customer portal where you can:

• Add or remove credit/debit cards
• Set a default payment method
• Update billing address
• View and download all invoices

What's Tracked

For each user, the security log records:

• Login Success - Successful sign-ins with date, time, and IP address
• Failed Login - Unsuccessful login attempts (potential security concern)
• Logout - When the user signed out
• Password Reset Requested - Password reset emails sent to the user
• Password Changed - Password updates with source:
  • Changed via profile settings (user self-service)
  • Changed via password reset link
  • Changed by administrator (with the admin's name recorded)

Viewing a User's Security Log

1. Go to User Management
2. Click on the user's name to view their profile
3. Scroll to the Security Activity Log section
4. Click the section header to expand it
5. View the most recent 25 security events for that user

Use Cases

• Account lockout investigation - Check for failed login attempts
• Security audit - Review who has been accessing the system
• Password change verification - Confirm when and how a password was changed
• Suspicious activity - Identify logins from unexpected IP addresses

Encouraging 2FA Adoption

While 2FA is optional, we recommend encouraging all users - especially those with access to sensitive financial data - to enable it. Users can set up 2FA from their profile page.

Helping Users Who Are Locked Out

If a user loses access to their authenticator app and cannot sign in:

1. Go to User Management
2. Find and click on the user's name
3. Click Disable 2FA to remove their two-factor requirement
4. The user can now sign in with just their password
5. Advise them to set up 2FA again from their profile once they have access to their authenticator app

Changing Authenticator Apps

Users cannot transfer 2FA to a new device or app. To change their authenticator, they must:

1. Sign in to 4-Court (while they still have access to their current authenticator)
2. Go to their Profile and click Disable 2FA
3. Set up 2FA again and scan the new QR code with their new device

Each setup generates a unique secret key - the old authenticator will no longer work after re-setup.

Adding Team Members

As a manager, you can add users with the following roles:

• Sales Staff - For customer-facing sales team members
• Office Staff - For admin and inventory personnel
• Accountant - For finance team members (read-only access)

You cannot add other managers or owners - only the company owner can do this.

Monitoring Performance

Track your team's activity through:

• Sales Reports - Filter by salesperson to see individual performance
• Activity Log - View recent actions by each team member
• Customer Interactions - See who's engaging with which customers

User Security Logs

Monitor security activity for your team members:

To view a user's security activity:

1. Go to User Management and click on a team member's name
2. Scroll to the Security Activity Log section
3. Click the header to expand and view their recent security events

The log shows:

• Successful and failed login attempts
• Password reset requests
• Password changes (including who changed it if done by an admin)
• IP addresses for each event

Vehicle Transfers

When staff request to move vehicles between locations:

1. You'll receive a notification when a transfer is requested
2. Review the vehicle details, origin, and destination
3. Check the priority level and any notes from the requester
4. Click Approve or Reject with a reason
5. Once approved, the vehicle status changes to "In Transit"
6. When the vehicle arrives, mark the transfer as complete

Preparation Cost Oversight

Monitor spending on vehicle preparation:

• View all preparation costs across your inventory
• Filter by category (mechanical, bodywork, detailing, etc.)
• Identify vehicles with unusually high preparation costs
• Review receipts and vendor information

Price Changes

You have authority to adjust vehicle prices:

1. Open the vehicle and click Edit
2. Update the asking price, cost basis, or minimum price
3. Select a reason for the change (market adjustment, reduction, correction, etc.)
4. Save - the change is logged in the vehicle's price history

Stock Status Overview

Use filters to quickly view:

• Available - Ready-to-sell vehicles
• In Preparation - Vehicles being serviced or detailed
• Reserved - Vehicles with customer deposits
• In Transit - Vehicles moving between locations
• All Except Sold - Your default view as a manager

Stock Aging

Identify vehicles that have been in stock too long:

• The Days in Stock metric shows how long since acquisition
• Sort by this column to find aging stock
• Consider price reductions for vehicles over 60-90 days
• Add notes to explain why vehicles are slow to sell

Searching Inventory

Use the search and filter options to find vehicles:

• Search Box - Search by registration, VIN, make, or model
• Make/Model Filter - Narrow down by manufacturer
• Price Range - Find vehicles within a customer's budget
• Year Range - Filter by age
• Location - See stock at specific sites (all locations visible)

Vehicle Details

Each vehicle page shows everything you need for a customer conversation:

• Photos - All uploaded images, click to enlarge
• Key Specs - Year, mileage, fuel type, transmission
• Asking Price - The advertised price
• Minimum Price - The lowest you can go (if set by manager)
• Status - Available, reserved, or in preparation
• Location - Where the vehicle is physically held
• Days in Stock - How long it's been available

Adding a New Customer

Record customer details for follow-up and sales tracking:

1. Go to Customers and click Add Customer
2. Enter their name, email, and phone number
3. Note how they found you (website, referral, walk-in, etc.)
4. Record their vehicle preferences if discussed
5. Set their communication preferences for GDPR compliance
6. Save - you can now associate them with deposits and sales

Recording Vehicle Preferences

Help future follow-ups by recording what they're looking for:

• Preferred makes and models
• Budget range
• Must-have features (automatic, low mileage, specific colours)
• Timeline for purchase

When matching vehicles arrive, you can quickly identify customers to contact.

Recording a Deposit

When a customer wants to reserve a vehicle:

1. Go to the vehicle page and click Record Deposit
2. Select an existing customer or create a new one
3. Enter the deposit amount (£100 - £10,000)
4. Select the payment method:
   • Card payment
   • Bank transfer
   • Cash
   • Cheque
5. Add a payment reference (card last 4 digits, transfer reference, etc.)
6. Set the reservation expiry (defaults to 14 days)
7. Save - the vehicle is now marked as Reserved

Managing Reservations

For existing deposits, you can:

• Extend Reservation - Give the customer more time (e.g., waiting for finance)
• Convert to Sale - When ready to complete the purchase
• Refund Deposit - If the customer changes their mind (requires reason)

New Sale Process

1. From the vehicle page, click Create Sale
2. Select or add the customer
3. Confirm the sale price
4. Choose delivery method:
   • Collection - Customer picks up from your location
   • Delivery - You deliver to customer (add delivery charge if applicable)
5. If there's an existing deposit, it's automatically applied
6. If accepting a trade-in, add the trade-in vehicle details and value
7. Save the sale - it's created with Pending status

Recording Payments

Track payments as they're received:

1. Open the sale and go to Payments
2. Click Record Payment
3. Enter the amount and payment method
4. Add a reference number
5. Save - the outstanding balance updates automatically
6. When fully paid, mark the sale as Complete

Handling Trade-Ins

When a customer offers their vehicle as part-exchange:

1. During sale creation, enable the Trade-In option
2. Enter the trade-in vehicle's registration and details
3. Set the agreed trade-in value
4. The trade-in value is deducted from the total due
5. When the sale completes, the trade-in is added to your inventory with "Trade-In" status

Vehicle Entry Process

1. Click Add Vehicle from the dashboard or Vehicles page
2. Enter required information:
   • VIN - 17-character Vehicle Identification Number
   • Registration - Number plate
   • Make & Model - e.g., Ford Fiesta
   • Year - Year of manufacture
   • Colour - Exterior colour
   • Body Style - Hatchback, Saloon, SUV, etc.
   • Mileage - Current odometer reading
   • Asking Price - The price to advertise
3. Add optional details: trim level, engine, fuel type, transmission
4. Enter cost basis (purchase price) if known
5. Select the location where the vehicle is held
6. Set initial status (usually "In Preparation" for new stock)
7. Save the vehicle

Uploading Photos

1. Open the vehicle and go to Photos
2. Click Upload Photos or drag images onto the upload area
3. You can select multiple photos at once
4. Supported formats: JPEG, PNG, GIF, WebP (max 10MB each)
5. Drag to reorder - the first photo becomes the primary image
6. Click the star icon to set a different primary photo
7. Delete unwanted photos using the trash icon

Adding a Preparation Cost

Record all expenses incurred getting a vehicle ready for sale:

1. Open the vehicle and go to Preparation Costs
2. Click Add Cost
3. Select the category:
   • Mechanical - Engine, gearbox, suspension repairs
   • Bodywork - Dents, scratches, paint
   • Detailing - Valeting, cleaning, polishing
   • Certification - MOT, service, inspections
   • Parts - Replacement parts purchased
   • Labour - Workshop time charges
   • Other - Miscellaneous expenses
4. Enter the amount and description of work
5. Set the work date and completion date (if finished)
6. Add vendor information if applicable
7. Upload the receipt or invoice (PDF or image)
8. Save the cost

Viewing Cost Summary

The vehicle page shows:

• Total Preparation Costs - Sum of all recorded costs
• Cost Breakdown - Amount by category
• Total Cost Basis - Purchase price + preparation costs
• Projected Profit - Asking price minus total cost basis

Status Workflow

Typical vehicle status progression:

1. In Preparation - Vehicle arrives, needs work before sale
2. Complete preparation work and record all costs
3. Available - Vehicle ready to show and sell
4. Reserved - Customer has placed a deposit (set automatically)
5. Sold - Sale completed (set when sale is finalised)

Changing Status

1. Open the vehicle and click Edit
2. Change the Status field
3. Save the vehicle

Note: Some status changes happen automatically (e.g., Reserved when a deposit is taken, Sold when a sale completes).

Requesting a Transfer

To move a vehicle to another location:

1. Open the vehicle and click Request Transfer
2. Select the destination location
3. Set the priority:
   • Normal - Standard transfer, no rush
   • High - Needed soon
   • Urgent - Customer waiting, move immediately
4. Add any notes (reason for transfer, special instructions)
5. Submit the request
6. A manager must approve before the transfer proceeds

Completing a Transfer

When a vehicle arrives at your location:

1. Go to Transfers and find the incoming transfer
2. Verify the vehicle has arrived
3. Click Mark as Complete
4. The vehicle's location updates automatically

Sales Summary Report

View sales performance over any period:

• Total Revenue - Sum of all sale amounts
• Total Cost of Goods - Purchase prices + preparation costs
• Gross Profit - Revenue minus cost of goods
• Profit Margin - Percentage profit on sales
• Average Sale Price - Mean transaction value
• Vehicles Sold - Count of completed sales

Profitability by Vehicle

For each sold vehicle, view:

• Purchase Price - What was paid for the vehicle
• Preparation Costs - All recorded prep expenses
• Total Cost - Purchase + preparation
• Sale Price - Final selling price
• Gross Profit - Sale price minus total cost
• Margin % - Profit as percentage of sale

Preparation Cost Analysis

Analyse spending on vehicle preparation:

• By Category - How much spent on mechanical, bodywork, detailing, etc.
• By Vendor - Spending per supplier
• By Vehicle - Which vehicles had highest prep costs
• Trend Analysis - Prep costs over time

Export Formats

Reports can be exported in two formats:

• CSV (Comma-Separated Values)

  Best for importing into Excel, accounting software, or databases. Contains raw data for further analysis.

• PDF (Portable Document Format)

  Best for printing or sharing formatted reports. Maintains visual layout.

How to Export

1. Navigate to the report you want to export
2. Set your desired date range and filters
3. Click the Export button (usually top-right of the report)
4. Select your preferred format (CSV or PDF)
5. The file downloads automatically

Inventory Export

Export current inventory data:

1. Go to Vehicles
2. Apply any desired filters (status, location, etc.)
3. Click Export
4. The export includes: stock number, VIN, registration, make, model, year, mileage, asking price, cost basis, status, and location

Viewing Subscription Details

On the Billing page, you can view:

• Current Plan - Subscription tier and monthly cost
• Billing Period - Current cycle dates
• Payment History - All past transactions

Note: You cannot modify the subscription or payment methods - this is owner-only access.

Downloading Invoices

1. Go to Billing
2. Scroll to Payment History
3. Click the download icon next to any payment
4. The invoice downloads as a PDF

Invoices include VAT details where applicable and can be used for expense claims or tax records.