In our business over the years, we’ve made lists to keep track of just about anything you can think of. Dealer Management Systems has provided us with the ability to manage sales-service transactions and perform financial processes with great efficiency. Managing sales and service activities was not a strength of these systems.

Several years ago I realized a system was needed to track sales activities that was not being provided by the Dealer Management System to the degree I would have liked.  I needed instant reporting that would direct our training activities based on efficiency stats. 

I taught myself how to build and deploy a database solution that would fill the gaps that were not being met by the DMS. I needed a network server system with web capabilities. I chose to learn and deploy a FileMaker Pro database application.

AutoTrax System v7 is the result of my efforts. For the past 7 years my team and I have had the ability to modify or add to the system, allowing us to track information we needed on demand.

Below is a partial list of functions The AutoTrax System v7 performs.

Activity Tracking File:  Every aspect of the sales process is reported and tracked.  All floor opportunities, incoming phone calls, internet leads and outside contacts are entered into this system.

Sales Appointment Tracking File:  Sales people enter their confirmed appointments.  The appointments may then be reviewed by anyone on the network with access.

Contact File:   The contact file is a central depository for contacts from all sources. All other databases retrieve contact information from this file.

Sales Follow Up file: This file allows the sales person to remain in contact with their customers.   This information is then reviewed by management.  If the follow up contact is registered on the “National Do Not Call List”, the sales person is notified.

Customer Relations Tracking: Consists of three files.  CSI follow up tracking for sales and service, a conflict resolution tracking file and a database for storing CSI surveys received from the factory.

Inventory Tracking File: New Car inventory tracking, from orders to sales with links to internet website. Used Car inventory tracking from purchase to sale includes recon tracking and links to internet website.

Photo Database Files: Vehicle photos linked to inventory file, then used  for internet website. Customer photos of “Delivery Celebration”, linked to contact and follow up files.

Sales Manager Desk Log: All sales desk activity logged for management review with sales manager effectiveness reporting. Credit and OFAC reports are up linked to desk activity record.

Get Ready/We Owe Forms: (due bill) No more lost or forgotten documents! In the past, copies of the “get ready” forms were frequently lost or misplaced.  A networked file with security levels of access solved this problem. 

Dispatch & Service Advisor Repair Order Tracking: Fills the gap with some DMS systems that do not have a dispatching element. Dispatcher makes a brief RO entry. Service management can review RO progress and when complete the advisor or dispatcher closes entry. Helps control warranty ops that need management supervision. Also digital photos uploaded into log entry helps support the repair during warranty reviews.

Technician Time Tracking: Again fills the gap with some DMS systems. Tech flag times are entered into this file with RO #. Produces efficiency, effectiveness and payroll reports.

Purchase Orders: Secure access controlled Purchase Order system. Makes reconciliation and review very easy compared to PO Books.

Employee File: Secure access controlled employee data and note file. Also linked to files that contain employee activities for reporting and review.

Electronic Document Storage: A database file for storing and retrieving electronic documents.

Information Technology Asset Tracking: Multi Table file for tracking computers, IP addresses and team member assignments.

The Game Day: A tabbed layout file that reads various activities from other files and presents summary information for the day. Also captures forecasted activities resulting from manager-consultant pre-shift meetings.

Showroom Guest Log: Guest info is logged into this file by either the consultant or customer. Automated to create and distribute customer and activity info to the appropriate files.

Security, Access & Compliance: Security and access rights are tightly controlled. Only operates on a private network behind a firewall. The AutoTrax Server (password protected) runs on a Unix platform running the Mac OS known for it’s security. All files are password protected.  The administrator manages access by users to files, layouts and fields.

In House Direct Mail System: Combined with the Pitney Bowes mail list processing software, The AutoTrax System can quickly create a bulk rate mailing.  I have regularly processed a 50K piece mail drop using the Piney Bowes document processing hardware.  Creating the mail piece, folding, sealing & stamping to the drop off point at the post office can be completed in three (3) days.