Dealership Settings

Configure system-wide settings for your dealership.

Overview

Dealership Settings control:

Business information
Operating hours
Branding
Default preferences
System behavior

Business Information

Basic Details

Dealership name
Address
Phone numbers
Email addresses
Website URL

Legal Information

Business license
Tax ID
Legal entity name
Compliance settings
Terms of service

Operating Configuration

Business Hours

Sales hours
Service hours
Parts hours
Holiday schedule
After-hours settings

Location Settings

Multiple locations
Department mapping
Inventory sources
Service bays
Geographic settings

Branding

Logo upload
Brand colors
Email signatures
Document templates
Marketing materials

Initial Dealership Setup

Step 1: Business Information Configuration

Navigate to Admin → Dealership Settings → Business Information
Complete all required fields:
- Dealership Name: Legal business name
- DBA (Doing Business As): If different from legal name
- Address: Complete physical address
- Mailing Address: If different from physical
- Phone Numbers: Main, sales, service, parts
- Email Addresses: General, sales, service contacts
- Website: Primary dealership website URL

{
  "dealership": {
    "basic_info": {
      "legal_name": "ABC Motors LLC",
      "dba_name": "ABC Motors",
      "dealer_code": "ABC001",
      "franchise": ["Toyota", "Lexus"],
      "established_year": 1995
    },
    "contact_info": {
      "address": {
        "street": "123 Main Street",
        "city": "Springfield",
        "state": "CA",
        "zip": "90210",
        "country": "US"
      },
      "phone": {
        "main": "+1-555-123-4567",
        "sales": "+1-555-123-4568",
        "service": "+1-555-123-4569",
        "parts": "+1-555-123-4570"
      },
      "email": {
        "general": "info@abcmotors.com",
        "sales": "sales@abcmotors.com",
        "service": "service@abcmotors.com"
      },
      "website": "https://www.abcmotors.com"
    }
  }
}

Step 2: Operating Hours Configuration

Configure business hours for each department:

{
  "operating_hours": {
    "sales_department": {
      "monday": {"open": "08:00", "close": "21:00"},
      "tuesday": {"open": "08:00", "close": "21:00"},
      "wednesday": {"open": "08:00", "close": "21:00"},
      "thursday": {"open": "08:00", "close": "21:00"},
      "friday": {"open": "08:00", "close": "21:00"},
      "saturday": {"open": "09:00", "close": "18:00"},
      "sunday": {"open": "12:00", "close": "17:00"}
    },
    "service_department": {
      "monday": {"open": "07:00", "close": "18:00"},
      "tuesday": {"open": "07:00", "close": "18:00"},
      "wednesday": {"open": "07:00", "close": "18:00"},
      "thursday": {"open": "07:00", "close": "18:00"},
      "friday": {"open": "07:00", "close": "18:00"},
      "saturday": {"open": "08:00", "close": "16:00"},
      "sunday": {"closed": true}
    },
    "parts_department": {
      "monday": {"open": "07:00", "close": "17:00"},
      "tuesday": {"open": "07:00", "close": "17:00"},
      "wednesday": {"open": "07:00", "close": "17:00"},
      "thursday": {"open": "07:00", "close": "17:00"},
      "friday": {"open": "07:00", "close": "17:00"},
      "saturday": {"open": "08:00", "close": "15:00"},
      "sunday": {"closed": true}
    }
  }
}

Step 3: Branding and Visual Identity

Upload and configure your dealership’s visual branding:

{
  "branding": {
    "logo": {
      "primary_logo": "https://cdn.abcmotors.com/logo-primary.png",
      "secondary_logo": "https://cdn.abcmotors.com/logo-secondary.png",
      "favicon": "https://cdn.abcmotors.com/favicon.ico",
      "email_signature_logo": "https://cdn.abcmotors.com/logo-email.png"
    },
    "colors": {
      "primary": "#1F4E79",
      "secondary": "#FF6B35",
      "accent": "#4A90A4",
      "text_primary": "#2C3E50",
      "text_secondary": "#7F8C8D",
      "background": "#FFFFFF"
    },
    "fonts": {
      "primary": "Roboto",
      "secondary": "Open Sans",
      "fallback": "Arial, sans-serif"
    }
  }
}

Advanced Configuration Settings

System Preferences

{
  "system_preferences": {
    "timezone": "America/Los_Angeles",
    "date_format": "MM/DD/YYYY",
    "time_format": "12_hour",
    "currency": "USD",
    "language": "en_US",
    "measurement_units": "imperial"
  },
  "communication_defaults": {
    "response_time_goals": {
      "phone_calls": "within_3_rings",
      "text_messages": "within_5_minutes",
      "emails": "within_2_hours",
      "web_chat": "within_30_seconds"
    },
    "auto_responses": {
      "enabled": true,
      "business_hours_only": false,
      "delay_seconds": 60
    }
  }
}

Lead Management Configuration

{
  "lead_management": {
    "assignment_rules": {
      "default_method": "round_robin",
      "business_hours_only": false,
      "fallback_user": "sales_manager",
      "max_leads_per_user": 25
    },
    "scoring_weights": {
      "timeline_urgency": 30,
      "budget_qualified": 25,
      "local_customer": 20,
      "referral_source": 15,
      "previous_customer": 10
    },
    "follow_up_settings": {
      "first_response_sla": 300,
      "follow_up_intervals": [3600, 86400, 259200, 604800],
      "max_follow_up_attempts": 5
    }
  }
}

Inventory Integration

{
  "inventory_settings": {
    "dms_integration": {
      "provider": "reynolds_reynolds",
      "api_endpoint": "https://api.reyrey.com/v2",
      "sync_frequency": "hourly",
      "auto_sync_enabled": true
    },
    "display_preferences": {
      "show_pricing": true,
      "show_incentives": true,
      "show_financing_options": true,
      "hide_cost": true
    },
    "vehicle_data": {
      "include_photos": true,
      "photo_limit": 20,
      "include_window_sticker": true,
      "include_carfax": true
    }
  }
}

Compliance and Legal Settings

{
  "compliance_settings": {
    "tcpa_compliance": {
      "enabled": true,
      "opt_in_required": true,
      "consent_tracking": true,
      "do_not_call_integration": true
    },
    "privacy_settings": {
      "gdpr_compliance": true,
      "ccpa_compliance": true,
      "data_retention_days": 2555,
      "cookie_consent": true
    },
    "regulatory_compliance": {
      "ftc_compliance": true,
      "state_regulations": ["CA", "TX", "NY"],
      "advertising_disclaimers": true
    }
  }
}

Multi-Location Management

Location Hierarchy

{
  "locations": [
    {
      "location_id": "main_dealership",
      "name": "ABC Motors Main",
      "type": "primary_location",
      "address": {
        "street": "123 Main Street",
        "city": "Springfield",
        "state": "CA",
        "zip": "90210"
      },
      "departments": ["sales", "service", "parts", "finance"],
      "franchise": ["Toyota", "Lexus"],
      "manager": "john.doe@abcmotors.com"
    },
    {
      "location_id": "service_center",
      "name": "ABC Quick Lane",
      "type": "service_only",
      "address": {
        "street": "456 Service Ave",
        "city": "Springfield",
        "state": "CA",
        "zip": "90211"
      },
      "departments": ["service", "parts"],
      "specialties": ["quick_service", "express_lane"],
      "manager": "jane.smith@abcmotors.com"
    }
  ]
}

Location-Specific Settings

{
  "location_settings": {
    "main_dealership": {
      "inventory_source": "primary_dms",
      "lead_routing": "location_specific",
      "pricing_authority": "full",
      "service_capacity": 50,
      "sales_team_size": 12
    },
    "service_center": {
      "inventory_source": "parts_only",
      "lead_routing": "service_only",
      "pricing_authority": "limited",
      "service_capacity": 25,
      "express_bays": 8
    }
  }
}

Integration Settings

CRM Integration

{
  "crm_integration": {
    "primary_crm": "salesforce",
    "sync_settings": {
      "bidirectional": true,
      "real_time": true,
      "conflict_resolution": "aai_wins",
      "field_mapping": {
        "contact_id": "salesforce_id",
        "lead_source": "lead_source__c",
        "vehicle_interest": "vehicle_of_interest__c"
      }
    },
    "data_flow": {
      "contacts": "both_ways",
      "opportunities": "both_ways",
      "activities": "aai_to_crm",
      "notes": "both_ways"
    }
  }
}

DMS Integration

{
  "dms_integration": {
    "provider": "cdk_global",
    "connection_type": "api",
    "endpoints": {
      "inventory": "https://api.cdk.com/inventory",
      "customer": "https://api.cdk.com/customer",
      "service": "https://api.cdk.com/service"
    },
    "sync_settings": {
      "inventory_sync": "every_30_minutes",
      "customer_sync": "real_time",
      "service_appointments": "real_time"
    }
  }
}

Marketing Tool Integrations

{
  "marketing_integrations": {
    "google_ads": {
      "account_id": "123-456-7890",
      "conversion_tracking": true,
      "offline_conversions": true,
      "call_tracking": true
    },
    "facebook_ads": {
      "pixel_id": "1234567890123456",
      "conversion_api": true,
      "lead_sync": true
    },
    "email_marketing": {
      "provider": "mailchimp",
      "list_sync": true,
      "automation_triggers": true
    }
  }
}

Security and Access Control

Security Settings

{
  "security_settings": {
    "password_policy": {
      "min_length": 8,
      "require_uppercase": true,
      "require_lowercase": true,
      "require_numbers": true,
      "require_symbols": true,
      "password_expiry_days": 90
    },
    "session_management": {
      "idle_timeout_minutes": 30,
      "concurrent_sessions": 3,
      "force_logout_on_password_change": true
    },
    "ip_restrictions": {
      "enabled": true,
      "whitelist": ["192.168.1.0/24", "10.0.0.0/8"],
      "admin_only": true
    }
  }
}

Audit and Logging

{
  "audit_settings": {
    "activity_logging": {
      "enabled": true,
      "retention_days": 365,
      "log_levels": ["info", "warning", "error"],
      "sensitive_data": "masked"
    },
    "user_activity": {
      "login_tracking": true,
      "action_logging": true,
      "export_logging": true,
      "failed_login_alerts": true
    },
    "system_monitoring": {
      "performance_metrics": true,
      "error_tracking": true,
      "uptime_monitoring": true
    }
  }
}

Notification and Communication Settings

Email Configuration

{
  "email_settings": {
    "smtp_config": {
      "server": "smtp.office365.com",
      "port": 587,
      "encryption": "tls",
      "username": "noreply@abcmotors.com",
      "authentication": true
    },
    "email_templates": {
      "welcome_email": "template_welcome_v2",
      "follow_up_email": "template_followup_v3",
      "appointment_confirmation": "template_appointment_v1"
    },
    "signature_template": {
      "include_logo": true,
      "include_contact_info": true,
      "include_social_links": true,
      "disclaimer_text": "This email may contain confidential information."
    }
  }
}

SMS Configuration

{
  "sms_settings": {
    "provider": "twilio",
    "sending_number": "+15551234567",
    "opt_in_required": true,
    "business_hours_only": false,
    "rate_limiting": {
      "max_per_minute": 10,
      "max_per_hour": 100,
      "max_per_day": 500
    },
    "compliance": {
      "include_opt_out": true,
      "opt_out_keywords": ["STOP", "QUIT", "UNSUBSCRIBE"],
      "company_name_required": true
    }
  }
}

Push Notification Settings

{
  "push_notification_settings": {
    "enabled": true,
    "platforms": ["web", "ios", "android"],
    "notification_types": {
      "new_lead": true,
      "urgent_customer": true,
      "appointment_reminder": true,
      "system_alerts": true
    },
    "quiet_hours": {
      "enabled": true,
      "start_time": "22:00",
      "end_time": "07:00",
      "timezone": "dealership_timezone"
    }
  }
}

Advanced Features Configuration

AI and Automation Settings

{
  "ai_settings": {
    "chatbot": {
      "enabled": true,
      "personality": "friendly_professional",
      "confidence_threshold": 0.8,
      "escalation_triggers": ["pricing", "complex_technical", "unhappy_customer"],
      "learning_enabled": true
    },
    "lead_scoring": {
      "ai_enhanced": true,
      "model_version": "v2.1",
      "auto_update": true,
      "custom_factors": true
    },
    "response_suggestions": {
      "enabled": true,
      "context_aware": true,
      "learning_enabled": true
    }
  }
}

Reporting and Analytics

{
  "analytics_settings": {
    "data_retention": {
      "detailed_data": "2_years",
      "summary_data": "7_years",
      "compliance_data": "as_required"
    },
    "reporting_defaults": {
      "dashboard_refresh": "5_minutes",
      "report_timezone": "dealership_timezone",
      "export_formats": ["pdf", "excel", "csv"]
    },
    "kpi_tracking": {
      "response_times": true,
      "conversion_rates": true,
      "customer_satisfaction": true,
      "team_performance": true
    }
  }
}

Custom Fields and Data

{
  "custom_fields": {
    "contact_fields": [
      {
        "name": "trade_in_vehicle",
        "type": "text",
        "required": false,
        "visible_to": ["sales", "managers"]
      },
      {
        "name": "financing_preapproved",
        "type": "boolean",
        "required": false,
        "visible_to": ["sales", "finance"]
      },
      {
        "name": "previous_customer",
        "type": "boolean",
        "required": false,
        "visible_to": ["all"]
      }
    ],
    "deal_fields": [
      {
        "name": "warranty_sold",
        "type": "boolean",
        "required": false,
        "visible_to": ["sales", "finance", "managers"]
      },
      {
        "name": "aftermarket_items",
        "type": "multiselect",
        "options": ["extended_warranty", "gap_insurance", "paint_protection"],
        "required": false,
        "visible_to": ["sales", "finance"]
      }
    ]
  }
}

System Maintenance and Backup

Backup Configuration

{
  "backup_settings": {
    "automated_backups": {
      "enabled": true,
      "frequency": "daily",
      "time": "02:00",
      "retention_days": 30
    },
    "backup_scope": {
      "configuration": true,
      "user_data": true,
      "conversation_history": true,
      "reports": true
    },
    "storage_location": {
      "primary": "aws_s3",
      "secondary": "local_storage",
      "encryption": "aes_256"
    }
  }
}

System Updates

{
  "update_settings": {
    "automatic_updates": {
      "security_patches": true,
      "minor_updates": false,
      "major_updates": false
    },
    "maintenance_window": {
      "day": "sunday",
      "start_time": "01:00",
      "duration_hours": 4,
      "timezone": "dealership_timezone"
    },
    "rollback_policy": {
      "enabled": true,
      "auto_rollback_on_error": true,
      "rollback_window_hours": 24
    }
  }
}

Export and Import Configuration

Configuration Export

// Export dealership configuration
const exportConfig = {
  "export_type": "full_configuration",
  "include_sensitive_data": false,
  "format": "json",
  "sections": [
    "business_info",
    "operating_hours",
    "branding",
    "integrations",
    "user_roles",
    "custom_fields"
  ]
};

// Generate exportable configuration
fetch('/api/admin/dealership/export', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer ' + apiKey,
    'Content-Type': 'application/json'
  },
  body: JSON.stringify(exportConfig)
});

Configuration Import

// Import dealership configuration
const importConfig = {
  "import_type": "selective",
  "overwrite_existing": false,
  "backup_before_import": true,
  "validate_before_apply": true
};

// Import configuration file
const formData = new FormData();
formData.append('config_file', configFile);
formData.append('import_settings', JSON.stringify(importConfig));

fetch('/api/admin/dealership/import', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer ' + apiKey
  },
  body: formData
});

Troubleshooting Configuration Issues

Common Configuration Problems

Issue	Symptoms	Solution
Email Not Sending	No email notifications	Check SMTP settings, firewall rules, authentication
Integration Failures	Data not syncing	Verify API credentials, network connectivity, rate limits
Performance Issues	Slow system response	Review server resources, database optimization, caching
User Access Problems	Cannot login or access features	Check user roles, IP restrictions, account status
Mobile App Issues	Features not working on mobile	Verify mobile settings, app permissions, network

Configuration Validation

{
  "validation_checks": {
    "required_fields": {
      "business_name": "present",
      "primary_phone": "valid_format",
      "primary_email": "valid_format"
    },
    "integration_tests": {
      "dms_connection": "test_connection",
      "email_smtp": "send_test_email",
      "sms_provider": "send_test_sms"
    },
    "compliance_checks": {
      "tcpa_settings": "verify_compliance",
      "privacy_policy": "link_valid",
      "terms_of_service": "current_version"
    }
  }
}

Best Practices

Keep information current
Regular settings review
Document configurations
Test changes first
Backup settings