← Desk
dealers · 2026-09-22 · 11m31s

09-22 Consultation: Automotive Dealer Group Website and Platform Onboarding

id of_373fcf4b904fe93c04f72488fb4f45e2infer: Dealer.com group site + platform onboarding / Acquire data continuity

> Date & Time: 2026-09-22 14:06:18 > Location: [Insert Location] > Customer: [Insert Customer]

Overview

The consultation centered on website improvements for an automotive dealer group and operational alignment during onboarding to a new platform (Bayrend). The customer, Lance, manages multiple premium brands (Audi, BMW, Porsche) and oversees sales and service processes. Key topics included elevating brand visibility on the group site, replacing the static map with a dynamic “locations near you” module, clarifying Bayrend onboarding status, and safeguarding data continuity by downloading key task and opportunity information before the platform switch. Main pain points are limited brand prominence on the site, uncertainty about onboarding progress and data retention/reporting, and difficulty exporting comprehensive opportunity brief data to power Lance’s internal acquisition dashboard. Desired outcomes include enhanced UX for brand shopping and locations, clear onboarding steps, preserved access to actionable customer intelligence, and improved service-to-sales situational awareness.

Background

  • Lance represents a dealer group with Audi, BMW, and Porsche, operating multiple locations displayed on their group site.
  • A consultant (Speaker 3) proposed and will implement two site enhancements: “Shop by Brand” tiles to highlight brands and a dynamic “locations near you” section that shows address/hours and optional storefront images.
  • The group is transitioning to Bayrend; onboarding emails requesting items were received on 2026-09-21.
  • Current dashboard shows a 42% engagement rate, 20 vehicle sales (5 delivered; 4 pre-owned), 3 sales with no prior contact, 74 indirect leads, and 200 repair orders with $133,846 gross profit. Twenty-four sales appointments were set; 16 occurred; 11 resulted in sales; reported gross profit is “a little over” $54,000 on sales.
  • Lance built an internal acquisition dashboard to cross-reference service and sales leads to improve situational awareness for sales staff.

Pain Points

Limited brand prominence and suboptimal location UX on the group site reduce customer engagement and brand-driven navigation, leading to missed opportunities for customers to quickly find inventory by brand and locate nearby stores. Brand logos (Audi, BMW, Porsche) “get a little bit lost,” and the map-based location module is less dynamic. Impact: Lower click-through to brand-specific inventory and less efficient location discovery. Current situation: Static logos and a bottom-of-page map with three pins for group locations. Quantitative metrics: Not directly tied, but overall engagement rate is 42%. Examples: Customers rely on a less prominent logo section and a generic map to find locations. Context: Premium brand dealership group competing for attention; improved UI can increase conversions. Stakeholders: Marketing/website team, sales leads, customers seeking brand-specific inventory and nearest store. Uncertainty about Bayrend onboarding status and potential data loss/availability during the platform transition creates risk of workflow disruption and lost insights. Lance has “not met with them since I signed” and “doesn’t have a clue” where he is in the process until an email requesting onboarding items arrived on 2026-09-21. Impact: Potential loss of active tasks/opportunities due to “sixty-day lookback” and unclear migration, risking follow-up gaps and revenue leakage. Current situation: Consultant recommends sorting by due date and downloading reports; Lance questions whether tasks “will just stay in the report.” Quantitative metrics: Active opportunities list size is “eighty-two,” 24 appointments set, 16 transpired, 11 resulted in sales; 74 indirect leads; 200 repair orders; $133,846 service gross profit; “a little over $54,000” gross profit on sales. Examples: Orphan bucket is clean, but tasks may “peel off” when the final lever is pulled to the other platform. Context: Transition windows often have data retention rules (e.g., 60-day lookback) causing historical items to drop. Stakeholders: Lance, sales team, RSM/demo sales, Bayrend onboarding team. Inadequate export/reporting detail to support Lance’s acquisition dashboard hampers service-to-sales situational awareness. The “task detail report” only has “six rows of data” and “doesn’t tell you anything” compared to the in-app opportunity brief with customer intelligence and buying signals. Impact: Harder to identify customers in service who also have recent engagement (clicked content) and leads, reducing cross-sell opportunities and timely follow-ups. Current situation: Lance plans to “grab” the basic report and have his system name-match; considers focusing on “only the active ones” (82 records) and sorting by date. Quantitative metrics: Six rows in the downloaded report; 82 active items for potential export. Examples: Lance wants a “more complete brief” per opportunity to feed his dashboard; hyperlinks and detailed content exist in the UI but not in export. Context: Salespeople may lack situational awareness if not aggressive; Lance’s dashboard is meant to bridge that gap. Stakeholders: Lance, sales team, service advisors, customers with service appointments and leads.

Expectations

Implement “Shop by Brand” and “Locations Near You” enhancements to improve customer navigation and brand engagement. Timeframe: “next couple days” for visible site changes. Resources required: Storefront images (optional), brand inventory links, web admin access. Success metrics: Increased clicks into brand inventory, higher engagement and conversion from the location module. Stakeholders: Website/marketing team, Speaker 3 implementing changes, sales teams benefiting from improved traffic. Clarify Bayrend onboarding steps and ensure continuity of tasks/opportunities through the platform transition. Goal: Confirm implementation requirements (logos, assets), migration approach, and data retention rules (including 60-day lookback). Timeframe: Immediate follow-up post-call; onboarding email received on 2026-09-21. Resources required: Onboarding items package, coordination with Bayrend RSM/demo sales, reporting exports. Success metrics: No loss of active tasks/opportunities; documented export of due-date-sorted items; clear onboarding timeline. Stakeholders: Lance, Bayrend onboarding team, current platform support. Enable a richer export or alternative data capture that preserves customer intelligence and buying signals for Lance’s acquisition dashboard. Timeframe: Near-term, before final platform switch. Resources required: Report configuration or data feed/API, filters for “active” items (82), date sorting, potential manual harvesting of opportunity details. Success metrics: Successful ingestion into the internal dashboard, measurable increase in service-to-sales crossovers and timely follow-ups. Stakeholders: Lance (data owner), sales and service teams, IT/data support if available.

Other Information Summary

  • Current engagement rate is 42%; orphan tasks bucket is clean.
  • Sales snapshot: 20 vehicle sales; 4 pre-owned; 5 marked delivered; some on order; 3 sales with no prior contact; “a little over $54,000” gross profit on sales.
  • Lead funnel: 24 appointments set; 16 occurred; 11 resulted in sales; 74 indirect leads that self-submitted after receiving content.
  • Service performance: 200 repair orders; $133,846 gross profit.
  • Product/marketing notes: Emphasis on BMW X5 transition at end of October to a “big whole new model”; X3 remains “26”; “Service now, pay later” is a favored message.
  • Lance’s internal dashboard aims to match service drive visitors with lead/engagement data to prompt sales action.
  • Speaker 2 will send an email and text with links for approval immediately after the call.

To-Do List

  • [ ] Implement “Shop by Brand” tiles and dynamic “Locations Near You” module on the group site. Deadline: within the next couple days. Stakeholder: Speaker 3, website team.
  • [ ] Send follow-up email and text with verified links for Lance’s approval. Deadline: immediately post-call on 2026-09-22. Stakeholder: Speaker 2.
  • [ ] Compile and send onboarding items requested by Bayrend (logos, assets, etc.). Deadline: following the 2026-09-21 request. Stakeholder: Lance.
  • [ ] Export/snapshot task and opportunity lists sorted by due date to mitigate 60-day lookback risk. Deadline: before the platform transition lever is pulled. Stakeholder: Lance.
  • [ ] Focus export on “active” items (82) and recent (last month) entries for reliability. Deadline: ASAP. Stakeholder: Lance.
  • [ ] Coordinate with Bayrend to confirm data migration/retention and access to historical opportunity briefs. Deadline: ASAP. Stakeholders: Lance, Bayrend onboarding team.
  • [ ] Provide storefront images for each location to enhance the new locations module. Deadline: when available. Stakeholder: Lance/marketing.

Next Arrangements

  • Immediate: Speaker 2 to send email and text with verified links for Lance’s approval.
  • Next couple days: Speaker 3 to implement “Shop by Brand” tiles and the dynamic “Locations Near You” module on the group site.
  • ASAP: Lance to compile and send Bayrend onboarding items; export/snapshot active tasks and opportunities sorted by due date; confirm Bayrend data migration/retention and access to historical opportunity briefs; provide storefront images when available.

    • > AI Suggestions > The AI has identified the client's biggest pain point as uncertainty about data continuity and access to detailed opportunity intelligence during the transition to Bayrend. > Here are some possible solutions for your consideration: > 1. Establish a data continuity plan: schedule a joint session with Bayrend to confirm the 60-day lookback, historical data availability, and export formats; document retention/migration guarantees. > 2. Create an interim data archive: export all active items (82) and recent opportunities by due date, and capture key opportunity briefs via bulk capture or scripted browser export (if API unavailable). > 3. Request a structured data feed: ask Bayrend/current platform for a CSV/JSON export or API endpoint that includes customer intelligence/buying signals to feed Lance’s acquisition dashboard. > 4. Implement a crosswalk mapping: define fields mapping from current platform to Bayrend (tasks, contacts, signals) to preserve analytical continuity in the internal dashboard. > 5. Prioritize high-value segments: identify opportunities tied to near-term campaigns (e.g., BMW X5 model change, “Service now, pay later”) and ensure these records are manually verified and retained.

No device highlights on this take.
0:01
Dealer.
0:02
Com. Hello,
0:07
How do you do? I'm all right.
0:09
How y'all doing? All right, doing okay.
0:15
Can't complain. You go ahead. What's up? We just wanted to see your pretty face Okay, we're good now. We can hang up. No, I'm kidding.
0:33
Really quick from me, Lance. I honestly just wanted to touch base. I sent over an email earlier this month. I had a couple group site enhancements. Wanted to, did you get a chance to look at them? If not, I wanted to cover them. Do you want me to make changes?
0:46
Not. We we can. That's okay.
0:48
Though. Yeah. Absolutely. Let me share my screen. Okay. So the first one. Um, you've got obviously you've got the Audi, BMW, and Porsche logos here. If you want. My general opinion is that they get a little bit lost in that setup. So we've got a new option that really calls attention to the brands. You can do a shop by brand. I hover over it; it has the brand name. When I click into it, it still goes into the inventory on the brand site. So no functionality changes there, but it just calls attention a little bit more than the way that they're currently structured now. Okay. So that's the first one. Yeah, like the other.
1:28
Okay, perfect. I'll make that change. That's not a problem. The other one is for your location. So currently, down at the bottom, we've got our map that has you know the three pins for the locations that are under your guys's group. The newest setup is actually I know it's somewhere in here doing a locations near you. So it's not a map. It's more so it takes the three locations closest to the customer, and it shows address, hours. I can even put a picture in here if you've got one of each storefront. Um, and then if Allows the customer. If I hit find my location, it'll bring up more results if you've got them. So it's a more dynamic tool than just the map function.
2:05
Yeah, that's better too,
2:08
For sure. Yeah. Okay. Perfect. I'll go ahead. Those were the two updates that we've got available. I think would be good on your guys' site. I'll go ahead and get the process rolling. You should see changes in the next couple days.
2:19
All right.
2:19
Awesome. Perfect. Easy enough. That was all for me. Of course.
2:26
Okay, so I was just looking at we have a shared site, and I've I've found that you you have in fact signed. You had a demo with Bayrend, and you're in the onboarding process some somewhere in there. Do you have any?
2:42
I haven't met with them since I signed.
2:44
Okay, so I guess have they requested any info from you to do like implementation on their side, logos, et cetera?
2:53
Um.
3:01
I'm just trying to like gauge where we are in the process. Once we get you like set up with your your demo sales, your RSM, yeah, I kind of like it. Like I'm not on the in the loop anymore, so I don't know where you are in there. So I just thought maybe.
3:16
Yeah, I don't have a clue where I am either.
3:18
About that. Okay, well let's just keep on going then.
3:22
And look, onboarding items. Oh look, literally just yesterday I got an email requesting onboarding items.
3:29
Okay, there we go. So I have an email for you, an email and text I need to send over to you, and then let's go ahead and look at the old dashboard. And I'm I wonder what this will look like when you're with the other platform, or if you'll even use this at all. I don't know, but. We've got a 42% engagement rate. I've already gone through the tasks to find out if you have any stragglers that have, you know, fallen in that orphan bucket. We always look in there, and no, it's all cleaned up. Good job. Everything's all the tasks are going to people. I would say there's a lot of opportunity on the table before they pull that final lever and you go to the other platform. Like you may want to just go in here and download this so you have it.
4:20
Hmm. You know, um. So you have I don't know. Yeah, I'd maybe sort it by when it's due. Because some of them are.
4:32
You thinking those won't be in the report? Don't won't just stay in the report? I don't. I guess we don't know.
4:38
They might. They may. Yeah, they may peel off because it's that whole sixty - day lookback thing. So we want to just sort it by due date, download it, and then just. You know, skim over the ones that are like from July, but I definitely hit anything in the last like month.
4:57
Let me go see.
4:58
But just to have it for a record. Yeah, and then you have twenty vehicle sales. Four of those were pre - owned. We'll drill into the new and do the thing we always do: selling price. Several are marked one, two, three, four, five are marked delivered, so matching in there. A few on on order, so that's just fine and dandy. Three of your sales had no prior contact, so let's see here. Ooh, a twenty-seven. I bet that's fancy. Stephen received the the last.
5:46
Piece he received was your garage. Got that on July twenty sixth. Came in on the seventh and bought a new X seven.
5:54
Super cool.
5:58
Yes, yes, that is nice to see. And then you've got a gross profit there of fifty four, a little over fifty four thousand dollars. Matching, you know, twenty four sales appointments set. Sixteen have transpired, and eleven of those have resulted in sales. Seventy-four indirect leads—that's interesting. So, seventy-four have received content, went on their own journey, and submitted. Ended up submitting a lead themselves. Two hundred repair orders, and with a gross profit of one hundred thirty-three thousand eight hundred forty-six dollars. So, right when we get off this call, I'm sending you this email. I have.
6:42
I just have to double check the links, and I will send that over to your for your approval, and with a text as well. Sounds good. Sound good. Okay. Well, thank you for your time. I know you're busy. Tell us some.
6:59
Tell me something about these downloading these things. So, if I go download the task detail report.
7:04
Mhm. Let me get there.
7:06
It's not a whole lot of data in it. I don't think it's like one, two, three, four, five, six. Rows of data. Per per.
7:14
I see. I'm just pulling it up.
7:17
I'm wondering if there's a spot that I could go and download like a more complete brief on each one of those like kind of opportunities. I guess when you use it like out of here, you get the the full brief on the opportunity.
7:32
Yeah. Ticket right. Oh, this doesn't tell you anything. Yeah. Really?
7:38
You just look at that report. It's kind of like okay, cool, like.
7:41
Matthew Vaughn raised.
7:42
His hand about something, but what?
7:46
Yeah.
7:48
Then if I click it, then I get the full brief. I go look at the customer intelligence, buying signals,
7:53
And well, you know what? To your point, I think that let's don't say. If you did, where where did you guys go? There you are.
8:02
If the tasks are created, though, the tasks are just going to live. Yeah,
8:06
They are there. Yeah. And I think that even if they do peel off, you can use that settings cog and set the date, you know, go back in time. Yeah. If you wanted to, because it is better this way, because you have the hyperlink and everything, and you can go see exactly what they received. That downloading the report doesn't really.
8:26
I'm kind of download it because I have a whole like comprehensive, like acquisition dashboard that I built for my guys to like to really fish really deeply in the service drive. And then show like over like, kind of crossover from service drive to like leads, and so you can say, hey, this person's got a freaking lead, and they're in here today in service. So like a lot of people just don't know that they don't have that situational awareness if the person, the salesperson, is not super aggressive. Yeah. So anyway, I was just wondering if I could download some piece out of here that might say these person, these people got a piece, and they're, you know, they clicked.
9:07
I might just grab this. I already downloaded it, and then I can just have my have my system kind of go look for like just name, look for a name match, and say this person's in service. They also clicked a piece. Yeah. Kind of.
9:19
I would definitely sort it. See if you can sort it by the date, so you get the old. You can peel the older ones off if you want to. Yeah. Yeah. Hmm. Yeah. Unfortunately, there's not.
9:30
I could also just do the ones that are only the active ones, right? Like just grab that because that's a short list. That's eighty - two of them.
9:37
Right. Yeah. Good point. Ruby. Ruby. Oh yeah. All right then. Well, I'll send you something when we get off this call. I gotta check my links and come up with a text for you. And it's the huge, right?
9:53
Yeah. The huge.
9:55
X three. X five.
9:57
X five. X seven.
9:58
And um. Red and butter.
10:01
And it's kind of the X five is like a big deal going into like. I'm losing track of my like the end of October. The X5 is a big deal because we'll be out of our old ones and we'll be onto the brand new one, which is a a big whole new model thing.
10:14
Okay, and the X3 is still 26 as well, correct? Yep, yep. Okay, and then we've got um, service now,
10:22
Pay later. Service now, pay later.
10:25
We like that one. Yeah, yeah, yeah. Okay, cool.
10:28
Yeah. How's how's football? How's football.
10:31
Oh, I'm just. We're just trying to get there, you know. We're um we're going to Athens for a few games. Um, we're going this weekend, actually, Oklahoma. Yeah. Um, and then we're just trying to like. I wish I could wrap him in bubble wrap. Like, he's on fall break right now, and he's like, I feel like I've been in a car wreck, and I'm like, Miller, you've never even been in a car wreck, and he's like, Well, everything hurts. Yeah. And I'm like, Shh, it's too early in the season for that. Yeah. Keep on going. So, just.
11:04
Keeping them taped up, and you know, we got to get to that point where we sign the papers,
11:10
You know. Yep. Yeah.
11:12
Papers. Yes, the papers. All right. Yeah, yeah. All right. Well, TTFN.
11:20
Mm - hmm.
11:22
Y'all have a good one. All right. Bye bye.
11:25
Thank you. Bye bye. You guys too.