Case study 2 min read
Brightlane Auto Group
Bay utilization up 28% across nine garage branches, on one platform
Brightlane Auto Group grew rapidly to nine branches, each with its own booking process. Infoloop migrated every site to GarageZone, its garage management software, in 11 weeks. AI was added only where it saved staff time.
- Industry
- Automotive
- Services
- GarageZone garage management software, AI booking and reorder agents, Ongoing support under a monthly retainer
- Timeline
- 11 weeks to all nine branches
Introduction
The objective: one booking process and shared workshop capacity across nine branches
Brightlane Auto Group expanded from two sites to nine in four years. Head office needed a standard booking process and a live view of workshop capacity at every site. Every branch had to stay open during the transition.
Each branch migrated to GarageZone, Infoloop's garage management software, in a phased rollout. AI took on repetitive admin such as inquiry triage, appointment reminders and parts reordering.
The challenge
Booking processes had not kept pace with the group's expansion.
- Each branch booked differently: a paper appointment book, a spreadsheet only one person understood, an unmonitored website form
- Head office had no visibility of branch capacity, so one site turned customers away while a nearby bay stood idle
- Double bookings were a recurring problem across the group
- Missed appointments received no follow-up, and parts were reordered only after stock ran out
- The owner consolidated branch figures by hand each evening instead of planning the tenth branch
The group needed one scheduling platform for nine branches, deployed without a single closed day.
How each branch booked work
The same slot was promised twice more often than anyone liked to admit.
Head office couldn't see how busy any branch was: cars turned away at one site, a bay stood empty down the road.
Our approach
We started with appointment scheduling, where the operational impact was greatest and the business rules were clearest. AI handled only the repetitive admin tasks. Service advisors and technicians kept every decision that needs experience and judgment.
Shared scheduling across nine branches
Head office sees which bays are free and which are full at every branch, in real time.
AI booking assistant
Sorts incoming inquiries, offers canceled slots to customers on the waiting list and sends reminders that cut no-shows.
Parts replenishment linked to scheduled jobs
Reorders follow the job schedule, so required parts are in inventory before the vehicle arrives.
Group performance dashboard
Sales, bay utilization and technician output, reported by branch and for the whole group.
The results
Nine branches now operate on one scheduling platform. Workshop throughput rose in the same bays, admin hours fell, and a tenth branch opened without extra back-office staff.
+28%
bay utilization
4.5 hrs
admin saved per branch, daily
99.9%
uptime since launch
10th
branch opened on the same platform, no extra back-office staff
Technology used
A quick look at what runs behind this build.
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| What we did |
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Standardize booking across every branch
Shared scheduling, pricing and reporting for every branch, deployed one site at a time. A written quote before work starts, and support after launch.