Overview
Overwatch is the lot management feature that helps you track vehicle inventory across your parking lot locations. By regularly submitting lot counts, your team maintains accurate visibility into lot occupancy, enabling better decision-making and operational efficiency.Multi-Type Tracking
Count vehicles by type (e.g., Waiting on Stock in, Waiting on CR)
Photo Documentation
Capture photos for visual verification and records
Real-Time Data
Submissions sync instantly for team-wide visibility
Location-Based
Track counts specific to your assigned locations
Why Track Lot Occupancy?
Accurate lot tracking provides several key benefits:- Inventory visibility — Know how many vehicles are at each location at any time
- Operational planning — Anticipate capacity needs and allocate resources effectively
- Trend analysis — Identify patterns in lot activity over time
- Accountability — Maintain audit trail of lot conditions throughout the day
- Communication — Share lot status with team members and administrators
When to Submit Counts
Your administrator may provide specific guidance on submission frequency for your auction. The recommendations below are general best practices.
| Timing | Recommendation |
|---|---|
| Start of shift | Submit initial counts when you arrive |
| Major changes | Submit when significant vehicles arrive or depart |
| End of shift | Submit final counts before leaving |
| Scheduled intervals | Follow any schedules set by your administrator |
Submitting a Lot Count
The submission process takes just a few minutes. Follow these steps to record an accurate lot count.Step-by-Step Guide
Open the Overwatch Tab
Tap the Overwatch tab (car icon) in the bottom navigation bar. This is your primary workspace for lot submissions.
Select Your Location
Tap the location dropdown at the top of the screen and select the lot you’re reporting on. You’ll only see locations assigned to you by your administrator.
If you don’t see your expected location, contact your administrator to update your assignments.
Review Submission Types
Once you select a location, the app displays all enabled submission types for that location. Each type represents a category of vehicles to count.Common submission types include:
- Waiting on Stock in
- Waiting on CR
- Ready for Sale
- Sold vehicles
Submission types are configured by your administrator. Different locations may have different types available.
Enter Car Counts
For each submission type, enter the number of vehicles you counted:
- Tap the count field next to a submission type
- Use the number keyboard to enter the count (0-999,999)
- Repeat for each type you need to report
- You only need to enter counts for types with vehicles present
- Leave fields empty for types with zero vehicles
- Entries with values are highlighted in green
- The Total Cars bar at the bottom shows your running total
Enter Head Count (People Working)
For each submission type, you can optionally enter the number of people currently working on that type of task.How backlog is calculated:For example, if you have 100 cars waiting on CR, 5 people working, and an activity rate of 10 cars/hr/person:
- Tap the head count field (person icon) next to a submission type
- Enter the number of people working (0-99)
- This enables backlog hours calculation for staffing analysis
Head count is optional but highly recommended. When combined with the activity rate configured by your administrator, it enables automatic backlog hour calculations that help with staffing decisions.
- Backlog = 100 ÷ (5 × 10) = 2 hours
Capture Photos (Optional)
You can add photos at two levels:Submission-level photo — A general photo of the lot:
- Tap the camera icon in the photo section
- Choose Take Photo or Choose from Library
- Capture or select your image
- Tap the small camera icon (📷) next to any submission type
- Capture or select an image specific to that entry
- A thumbnail preview appears when an image is attached
Review Your Submission
Before submitting, verify your entry:
- Check the location — Confirm you selected the correct lot
- Review counts — Ensure numbers are accurate for each type
- Check the total — The blue bar shows your total car count
- Review photos — Make sure any photos are clear and relevant
Submit Your Count
Tap the Submit button to record your lot count.During submission:
- A progress indicator shows upload status (especially for photos)
- The form is disabled while submitting
- Stay on the screen until complete
- A success message confirms “Lot count submitted successfully!”
- The form resets automatically for your next submission
- Your data is immediately visible to administrators
Your submission is complete! The data syncs instantly and appears in your history and administrator dashboards.
Submission Types Reference
Submission types categorize the vehicles you’re counting. Your administrator configures which types are available at each location.Understanding Submission Types
Each submission type represents a specific category or status of vehicles. Here are common types you may encounter:Waiting on Stock in
Waiting on Stock in
Purpose: Track vehicles waiting to be processed into inventory.When to use: Count vehicles that have arrived but haven’t yet been logged into the system or are awaiting initial processing.Example: A transport truck delivers 15 vehicles that are parked but not yet checked in.
Waiting on CR
Waiting on CR
Purpose: Track vehicles waiting on Condition Report completion.When to use: Count vehicles that need inspection or condition documentation before they can proceed to sale.Example: Vehicles parked in the inspection lane awaiting their condition reports.
Ready for Sale
Ready for Sale
Purpose: Track vehicles that are fully processed and available for auction.When to use: Count vehicles that have completed all processing and are ready for buyers.Example: Vehicles in the sale-ready holding area.
Sold
Sold
Purpose: Track vehicles that have been sold but not yet picked up.When to use: Count vehicles awaiting buyer pickup after sale completion.Example: Vehicles in the post-sale holding area.
Problem / Hold
Problem / Hold
Purpose: Track vehicles with issues preventing normal processing.When to use: Count vehicles flagged for problems like title issues, damage disputes, or other holds.Example: Vehicles parked in the hold lot pending resolution.
Custom Types
Custom Types
Purpose: Your administrator may create custom types specific to your operation.When to use: Follow any guidance provided by your administrator for custom submission types.Example: Location-specific categories like “VIP Vehicles” or “Corporate Fleet.”
Type Configuration by Location
Different locations may have different submission types enabled based on their specific operations.
- Types are enabled or disabled per location by administrators
- Types appear in the order configured by your administrator
- You’ll only see types enabled for your selected location
- Contact your administrator to request additional types
Viewing Submission History
Track your past submissions to review previous counts, verify data, and identify patterns.Accessing History
Navigate to History
From the Overwatch tab, tap the History button or navigate to the submissions history section.
Browse Submissions
Your submissions appear in reverse chronological order (newest first). Each card shows:
- 📍 Location name — Which lot the submission was for
- 🕐 Time — When the submission was made (relative time like “5m ago” or “2h ago”)
- 📋 Entries — List of submission types with their car counts
- 📊 Total — Sum of all vehicles in the submission
- 📷 Photo — Thumbnail if a photo was attached
Reading Submission Cards
Each submission card displays your recorded data:| Element | Description |
|---|---|
| Header | Location name with pin icon, submission time on right |
| Entries list | Each submission type and its count (e.g., “Waiting on CR — 25 cars”) |
| Photo thumbnail | 200px preview if photo attached; tap to view full size |
| Total footer | Blue bar showing total car count across all entries |
Viewing Full Photos
If a submission includes a photo:- Tap anywhere on the photo thumbnail
- A full-screen image viewer opens
- View the photo at full resolution
- Tap the close button or swipe down to dismiss
Editing and Deleting Submissions
You can edit your own submissions within a configurable time window, and administrators can edit or delete any submission at any time.Edit Window
Your administrator configures how long team members can edit their own submissions after submitting. The edit window applies auction-wide to all submission types.| Setting | Behavior |
|---|---|
| 24 hours (default) | Edit within 24 hours of submission |
| Unlimited | Edit anytime (if enabled by admin) |
| Disabled | Only admins can edit |
Administrators and Owners can edit any submission at any time, regardless of the edit window setting.
Editing a Submission
Find the Submission
Locate the submission you want to edit. The Edit button appears on submissions you have permission to modify.
The Edit button only appears if you created the submission and are still within the edit window, or if you have an Admin or Owner role.
Deleting a Submission
Only Administrators and Owners can delete submissions. Deleted submissions are soft-deleted — they are hidden from team members but preserved in the database for audit purposes.Restoring Deleted Submissions (Admin Only)
Administrators can restore previously deleted submissions from the admin dashboard. Deleted submissions appear with a “Deleted” badge and include a Restore button.Permission Summary
| Action | Team Member | Admin | Owner |
|---|---|---|---|
| Edit own (within window) | ✓ | ✓ | ✓ |
| Edit own (outside window) | ✗ | ✓ | ✓ |
| Edit others’ submissions | ✗ | ✓ | ✓ |
| Delete submissions | ✗ | ✓ | ✓ |
| Restore deleted | ✗ | ✓ | ✓ |
| View deleted | ✗ | ✓ | ✓ |
Staffing Status Display
When head count and activity rates are configured, the app displays real-time staffing status to help you understand workload at a glance. The redesigned interface provides actionable insights with problem counts, worst offenders, and trend visualization.Understanding Status Colors
Green - On Track
Backlog ≤ 1 hour - workload is manageable
Yellow - Attention
Backlog 1-2 hours - attention may be needed
Red - Behind
Backlog > 2 hours - staffing action required
Home Screen Staffing Status Card
The home screen displays a Staffing Status Card that provides an at-a-glance summary of staffing health across all your assigned locations. When everything is on track: The card shows a green checkmark with “All clear” — no items need attention. When problems exist: The card displays:- Problem count — Number of items needing attention (e.g., “3 items need attention”)
- Status indicator — Color-coded emoji matching overall severity
- Worst offender — The specific submission type and location with highest backlog (e.g., “Worst: Check-In @ West Lot (2.3 hrs)”)
- Tap hint — “Tap for details” indicates you can open the detailed view
The card only appears when at least one of your locations has submissions with head count data. If no head counts are submitted, the card will not display.
Per-Location Backlog Indicators
In the Your Locations section on the home screen, each location card shows its individual backlog status:| Indicator | Meaning |
|---|---|
| 🟢 Green | Location backlog ≤ 1 hour |
| 🟡 Yellow | Location backlog 1-2 hours |
| 🔴 Red | Location backlog > 2 hours |
| ⚪ Gray | No recent data or activity rate not configured |
Staffing Status Details
Tap the Staffing Status Card to open a detailed modal view with trend charts, filtering tabs, and a complete breakdown of all submission types.Trend Chart
The top of the modal displays a Backlog Trend Chart showing how backlog has changed over time:- Bar chart — Each bar represents one hour’s total backlog
- Color-coded bars — Green, yellow, or red based on the worst status during that hour
- Time range selector — Toggle between views:
- 4h — Last 4 hours (default)
- 8h — Last 8 hours
- Today — Full day view (24 hours)
- On Track (green) — Backlog within acceptable range
- Attention (yellow) — Backlog approaching threshold
- Behind (red) — Backlog exceeds threshold
Filtering Tabs
Below the chart, three tabs let you filter the entry list:| Tab | Icon | Shows |
|---|---|---|
| Attention | 🔴 | Yellow and red status entries only |
| On Track | ✓ | Green status entries only |
| All | — | All entries regardless of status |
Timestamp Grouping
Entries are grouped by submission timestamp, with the most recent submissions at the top. Each timestamp group shows:- Time header — When the submission was made (e.g., “10:45 AM”)
- Status indicator — Worst status among entries in that group
- Entry count — Number of entries when collapsed (e.g., “3 entries”)
- Expand/collapse — Tap the header to show or hide entries
- Submission type — What was counted (e.g., “Check-In”)
- Location — Where it was counted (e.g., ”@ West Lot”)
- Backlog time — Hours of backlog (e.g., “2.3 hrs”) or “45 min” for shorter periods
- Status emoji — Visual indicator matching the status
Entries without activity rate configured show “Not configured” instead of backlog hours.
Overall Status Summary
Between the tabs and entry list, the modal displays the Overall Status badge showing the worst status across all filtered entries.Backlog Notifications
The app can send push notifications when backlog status changes to yellow or red, helping you respond quickly to staffing needs.How Notifications Work
When you submit an Overwatch entry with head count, the system calculates backlog status. If the status changes to yellow or red:- Threshold check — System compares backlog to configured thresholds
- Notification sent — Push notification delivered to your device
- Throttling — Only one notification per location/type every 15 minutes to prevent alert fatigue
Notification Content
Backlog alert notifications include:- Title — “Staffing Alert”
- Body — Location, submission type, and backlog hours (e.g., “West Lot - Check-In: 2.3 hours backlog”)
- Action — Tap to open the app directly to the Staffing Status modal
Managing Notification Preferences
You can enable or disable backlog notifications in your profile:Backlog alerts are enabled by default. If you’re not receiving notifications, check that:
- Backlog alerts are enabled in your profile
- Push notifications are allowed for the app in your device settings
- Do Not Disturb mode is not active
When Backlog Won’t Display
Backlog calculations require three pieces of information:- Car count — From your submission
- Head count — People working (entered by you)
- Activity rate — Cars/hr/person (configured by administrator)
- The backlog status shows as “unconfigured” or gray
- Contact your administrator to set up activity rates for submission types
Best Practices
Follow these guidelines to ensure accurate, useful lot submissions.Counting Accuracy
Count Systematically
Use a consistent pattern (row by row, section by section) to avoid missing or double-counting vehicles.
Count in Person
Walk the lot when possible rather than estimating from a distance.
Double-Check Large Counts
For counts over 50 vehicles, consider counting twice to verify accuracy.
Note Uncertainties
If you’re unsure about a count, make your best estimate and communicate with your team.
Photo Guidelines
Do:- ✅ Capture wide shots showing the overall lot area
- ✅ Include recognizable landmarks for reference
- ✅ Ensure adequate lighting (natural light is best)
- ✅ Take photos from consistent angles for comparison
- ✅ Use per-entry photos for specific areas or issues
- ❌ Take blurry or dark photos
- ❌ Include sensitive information (license plates when unnecessary)
- ❌ Skip photos when lot conditions are unusual
Submission Timing
Morning Shift
Morning Shift
Submit your first count as soon as you arrive and complete your initial lot walk. This establishes the baseline for the day.
During the Day
During the Day
Submit after significant events: large arrivals, auction completions, transport departures. Don’t wait for scheduled intervals if major changes occur.
Shift Change
Shift Change
Submit a count before ending your shift. This helps the next team member start with accurate information.
End of Day
End of Day
Submit final counts before leaving. Include photos to document the lot’s condition overnight.
Handling Mistakes
If you realize you made an error in a previous submission, you can edit it directly from your submission history — see Editing and Deleting Submissions below.Troubleshooting
Common issues and how to resolve them.Submission Issues
Submission fails to upload
Submission fails to upload
Symptoms: Error message, submission doesn’t complete, progress bar stuck.Solutions:
- Check your internet connection (Wi-Fi or cellular)
- Move to an area with better signal
- Wait a moment and try again
- If photos are large, try without photos first
- Force close and reopen the app
Location not appearing
Location not appearing
Symptoms: Expected location missing from dropdown, “No locations available.”Solutions:
- Pull down on the location list to refresh
- Check if you’re signed in with the correct account
- Contact your administrator to verify your location assignments
- Sign out and sign back in to refresh your permissions
Submission types not loading
Submission types not loading
Symptoms: Spinner that doesn’t stop, “Error loading types,” empty list.Solutions:
- Select a different location, then select your location again
- Check your internet connection
- Pull down to refresh the form
- Contact your administrator if types should be configured for your location
Photo upload fails
Photo upload fails
Symptoms: Progress stuck on photo upload, error message about image.Solutions:
- Try taking a new photo (original may be corrupted)
- Choose a photo from your library instead of camera
- Submit without the photo, then inform your team
- Check available device storage
- Ensure camera permissions are granted
Camera and Photo Issues
Camera not working
Camera not working
Symptoms: Black screen, camera won’t open, “Camera access denied.”Solutions:
- Check camera permissions: Settings > Auction Excellence > Camera (enable)
- Close other apps that might be using the camera
- Restart your device
- Check if another app works with the camera to isolate the issue
Can't access photo library
Can't access photo library
Symptoms: “Choose from Library” doesn’t work, empty photo picker.Solutions:
- Check photo access: Settings > Auction Excellence > Photos (allow access)
- Grant “All Photos” or “Selected Photos” permission
- Restart the app after changing permissions
Photos appear rotated or cropped
Photos appear rotated or cropped
Symptoms: Uploaded photos show incorrectly oriented.Solutions:
- Hold your phone in landscape orientation when taking photos
- Use the edit/crop feature before confirming the photo
- Take a new photo with proper orientation
Data and Sync Issues
Submissions not appearing in history
Submissions not appearing in history
Symptoms: Recent submission missing from history list.Solutions:
- Pull down to refresh the history list
- Check that submission completed (look for success message)
- Wait a moment and refresh again
- Check your internet connection
Counts seem wrong in reports
Counts seem wrong in reports
Symptoms: Administrator reports don’t match your submissions.Solutions:
- Verify you submitted for the correct location
- Check the timestamps — you may be looking at different time periods
- Review your submission history for accuracy
- Communicate with your administrator to reconcile
Staffing Status Issues
Staffing Status Card not appearing
Staffing Status Card not appearing
Symptoms: No Staffing Status Card on home screen, even after submitting counts.Solutions:
- Ensure you’re entering head count (people working) in your submissions
- Verify your administrator has configured activity rates for submission types
- Pull down to refresh the home screen
- Check that you have at least one assigned location with recent submissions
Backlog shows 'Not configured'
Backlog shows 'Not configured'
Symptoms: Backlog displays as “Not configured” or gray status.Solutions:
- Ask your administrator to configure the activity rate for this submission type
- Ensure you’re submitting head count along with car count
- Verify the submission type is properly set up at your location
Trend chart shows no data
Trend chart shows no data
Symptoms: Empty trend chart or “No backlog submissions found” message.Solutions:
- Select a longer time range (8h or Today)
- Ensure submissions include both car count and head count
- Verify you have submissions within the selected time range
- Pull down to refresh the Staffing Status modal
Not receiving backlog notifications
Not receiving backlog notifications
Symptoms: No push notifications when backlog exceeds thresholds.Solutions:
- Check Profile > Notifications > Backlog Alerts is enabled
- Verify push notifications are allowed in device settings for the app
- Check that Do Not Disturb mode is not active
- Ensure you’re submitting head count (backlog calculation requires it)
- Note: Notifications are throttled to one per location/type every 15 minutes
Wrong location highlighted from notification
Wrong location highlighted from notification
Symptoms: Tapping notification opens modal but wrong entry is highlighted.Solutions:
- The highlighted entry may have scrolled out of view — scroll to find it
- The entry may have changed status since the notification was sent
- Try changing the time range to include older submissions
Still Need Help?
General Troubleshooting
More solutions for common app issues
Contact Support
Reach our support team for assistance