Filling service bays with instant booking and smart calendars

Hashman Automotive keeps city service bays humming across two flagship locations and a growing mobile crew. Customers wanted instant confirmations and smarter maintenance advice without waiting for a call back. HoopAI introduced one assistant that aligns calendars, parts, and technicians so every bay stays booked with the right job.

• Service revenue climbed 41% once every booking flowed through automation.
• Two primary service hubs plus mobile vans now run from a single console.
• Ninety-day measurement window proved fill rates and upsell capture.
• Walk-ins convert faster with pricing, parts, and promises in the same thread.

Filling bays without the phone chase

Hashman rolled out the assistant in under six weeks, starting with two locations and mobile detail vans. The team tracked bay utilization, quote-to-booking rate, and upsell acceptance from the first day, so weekly standups focused on real movement instead of anecdotes.

Shift managers now review transcripts with technicians every Friday morning. The conversations show how prep questions, parts checks, and bay assignments flow together, and the feedback feeds straight into the roadmap the following sprint.

Linking demand to the right bay

Marketing finally shares proof of every lift they fill. Social Media Management schedules before-and-after reels, tags hashtags, and routes high-intent comments straight into the queue. The same thread hands off to Customer Agent, which triages FAQs and pushes ready-to-book customers into the scheduling layer.

Once a driver commits, Meeting Scheduler pairs the job with live bay capacity, technician expertise, and shuttle availability. If parts are required, Commerce Tools adds the SKU, pre-authorizes payment, and holds the inventory so no one scrambles later.

• Smart intake: Customers answer two prompts then pick a slot that already knows the required labor hours.
• Dynamic queues: Live calendars stretch or compress as rush jobs and warranty work appear.
• Parts lock-in: Quotes, deposits, and invoices stay inside the same conversation so approvals never go missing.

One agent, many calendars

Customer Agent juggles every service calendar without breaking a sweat. Tune-ups, diagnostics, detailing, and quick washes each run on separate availability, and the AI routes drivers to the right slot instantly.

• Service-specific booking: Ask for a tune-up, and the agent picks from bays and techs coded for longer diagnostics. Request a wash, and it grabs the express-detail calendar instead.
• Granular preferences: Customers can request loaners, shuttles, or mobile service; the agent checks those calendars too and confirms in one thread.
• Real-time orchestration: Rush jobs, warranty holds, and seasonal promos all flow through the same assistant, which keeps calendars aligned for shops and mobile vans.

Operational clarity on one screen

Hashman's operations team uses Service Agent to route estimates, warranty checks, and reminders to the right bay. Every technician sees the same annotated work order, and the assistant flags anything that needs a human sign-off.

Meanwhile, Service Analytics blends utilization, average repair order, and parts attach rate into one view. Leaders can slice by location or crew, then export the stories directly for weekly P&L reviews.

The assistant keeps humans in the loop for judgment calls like bodywork estimates or warranty claims, but every handoff begins with the full story already attached.

Enablement baked into daily ops

Hashman didn't stop with launch. Operations pulled frontline specialists into codifying the new flow, so every playbook reflects real shop tempo. Twice-weekly office hours surface friction in less than 48 hours.

• Runbooks: Quotes -> work orders -> invoices live in a single doc with GIF walk-throughs.
• Feedback loops: Inline forms tag transcripts so prompts and policies get refreshed fast.
• Reporting: Shared dashboards show per-bay utilization, upsell conversion, and technician response time.

Technicians say the biggest change is how quickly they can trust what's in front of them. The assistant handles the repetitive clicks, and teams spend energy on diagnosis instead of chasing authorizations.

Trust, measurement, and momentum

The team measures success in bays filled and customers returning. Automation freed advisors to focus on upsell conversations and complex service plans while the assistant watched the guardrails.

• Full bays: 41% revenue growth hit inside the first quarter once calendars, quotes, and parts lived in one flow.
• Coverage: Two service hubs plus mobile detail vans run from one console without extra headcount.
• Consistency: Ninety-day measurement window proved upsell capture, repeat bookings, and parts readiness.

Managers describe the change as switching from reactive firefighting to proactive planning. Staffing, inventory, and late-night shifts now follow the data instead of gut feel.

Next up: mobile drop-off flows, subscription maintenance bundles, and tighter links between field diagnostics and shop calendars. The team keeps iterating weekly, feeding fresh transcripts and outcomes back into tuning so the assistant keeps everyone ahead.

Shop moments in motion

The crew captures wins from the floor so the next shift sees what great looks like before engines start.