When it comes to motivating people there's a saying - you can use the carrot or the stick. So much of managing sales people comes down to this - do you put your foot down and enforce compliance or do you offer some other form of incentive?
With incentivizing behavior there are several different ways of doing so. Offering features that help salespeople manage their time, connect deals and generally sell more cars is one such way, and historically a big focus for AutoPlay.
Another way to incentivise is with cold, hard cash. At AutoPlay we don't have this kind of remit, but we have regularly been involved in providing data to from the Sales Pipeline for dealers, groups and OEM's that enables them to set KPI's to manage salespeople and dealers.
In 2021 AutoPlay will be launching AutoPlay Rewards - a brand new way to incentivise behavior and action through AutoPlayAuto.com.
AutoPlay Rewards allows OEM's, groups and dealers to offer salespeople the chance to earn points based on completing certain actions within AutoPlay - from keeping Awaiting Action leads under a threshold, to keeping response times under 60 minutes. View the slides below to find out more about AutoPlay Rewards.
With so much activity occurring at a dealership or across a dealer group it can be difficult to ensure that all customers are communicated with at the right time, with the right message. With AutoPlay AUTOMATION we have built in a wide range of automation triggers designed to send out personalized messages and calls to action to help dealerships progress their leads down the road-to-a-sale - even when individual contact by the sales team is not possible.
HOW CAN I USE AUTOPLAY AUTOMATION?
AutoPlay AUTOMATION has a flexible structure with more than 19+ built in “triggers” designed around particular milestones in AutoPlay Sales Pipeline. Below are just a few of the ways in which AutoPlay AUTOMATION can help your dealership;
WHY SHOULD I USE AUTOPLAY AUTOMATION?
Automation is designed to supplement real phone, f-2-f, email or sms contact with your customers when resources do not allow for human interaction.
WHAT DOES A POTENTIAL WORKFLOW LOOK LIKE?
AutoPlay Automation is an optional monthly add-on available to dealers that are signed up the the AutoPlay Sales Pipeline. If you are interested in finding out more about AutoPlay Automation contact AutoPlay on email@example.com
AutoPlayAuto.com has now been live since mid 2019 and the vast majority of AutoPlay dealers have now migrated over to the new system.
However there are still some AutoPlay users still using the iOS App and using the old Silverlight application via Internet Explorer on https://automotive.autoplay.co.nz/
At some point during 2020 AutoPlay will be turning off the old Silverlight application and reviewing the role of the iOS app. AutoPlayAuto.com works on tablets and phones as well as desktop PC's via Chrome, Safari Firefox and other HTML5 compliant browsers. This has rendered the iOS App and Silverlight systems obsolete as AutoPlayAuto.com will work on your iPad and iPhone.
We are no longer supporting the old applications and we are working through the steps necessary to shut these services down now that they have been replaced by https://www.autoplayauto.com. At this stage we do not have a firm deadline for when the old systems will be disabled but it is highly likely to be no later than June 2020.
AutoPlay run monthly releases and all of the new features such as Appraisal Splat Graphs, Appraisal group offers and more is only available in https://www.autoplayauto.com. If you are not using the new version you won't be able to take advantage of any new functionality. The new system is also considerably faster, and in addition it is likely you may experience issues running the old Silverlight or iOS Apps.
For these reasons it makes a lot of sense to migrate now*. All that is required is Chrome or Firefox (on Desktop), Safari (on iOS) or Chrome (on Android).
Deadline: June 2020
Action Required: Switch over to use https://www.autoplayauto.com
* Note - if you are a Toyota New Zealand dealership you will notice "My Leads" is no longer visible. In https://www.autoplayauto.com the "My Leads" screen has been replaced by the Sales Pipeline. There is a little more set up involved with Sales Pipeline so if you have any questions please contact Support on firstname.lastname@example.org
Contact email@example.com if you have any questions about the pending autoplayauto.com release.
* 32 days to go as at 30/05/19 (Go live scheduled for 01/07/19)
** Browser must be fully HTML5 compliant (Windows - Chrome & Firefox, iOS - Safari, Android - Chrome)
***Based on testing from 500 to 100,000 leads on standard internet connection
What Do You Need To Know About autoplayauto.com?
Autoplayauto.com is only available for a small selection of dealers that AutoPlay have selected for the BETA trial. If you have not heard from AutoPlay about participating in the trial then you will need to wait until the full release on 1st July.
How do I access the newest version of the AutoPlay Studio/Sales Pipeline?
The latest version of the Sales Pipeline can be accessed via https://www.autoplayauto.com or https://autoplayauto.com
What devices and browsers can I use to access autoplayauto.com?*
The new version will essentially run on any device with a internet connection incl iOS, Android or Windows. This means you can use AutoPlay on your Desktop (any version of Windows that can install the required browsers below), Tablet or Smartphone (iOS 11+). The application will work on any HTML5 compliant browser incl Chrome, Firefox, Edge, Safari and most major web browsers.
What happens if I am using a thin client/remote desktop/Citrix/VMware?
autoplayauto.com will work within a remote desktop environment. However depending on your dealerships exact set up you may face incompatibility with camera and microphone use (Note - this is generally a limitation of thin client/remote desktop set ups and is something currently experienced with the Silverlight Studio). If you experience an issues taking photos or recording audio voiceovers when using a remote desktop we reccomend talking to your IT team about your options.
Can I use autoplayauto.com in Out Of Browser mode?
Autoplayauto.com is a full web application and as such does not have an "out-of-browser" mode. However we recommend you save the webpage https://www.autoplayauto.com as a favourite for easy access.
Will the webpage remember my login?
The new application still has the Remember Me tick box. However as it is a web application your browser will now save your username and password if you allow it. We recommend you only do this if your device will only be used by yourself. Many devices such as iPhones will have this locked behind a thumb scan or password which is a secure method to remember your password.
Why do I get logged out after an hour if I don't do anything?
As a full web application autoplayauto.com is subject to the standard best practice rules around security. This means we will automatically time your session out if the app remains unused for longer than 60 minutes.
What security precautions have been taken to protect my data?
Autoplayauto.com has been through a thorough security review conducted by Lateral Security. This review ensures we have followed best practice when building the application, and also incorporates a penetration test where Lateral attempt to "hack" into autoplayauto.com. AutoPlay data is hosted in secure AWS environments and AutoPlay staff do not hold access to any dealer user passwords. In addition AutoPlay master logins are subject to mandatory 2-factor authentication when outside AutoPlay's approved IP range.
I would like additional security. What options are available?
With autoplayauto.com it's now possible to set up 2 factor authentication. This means that when you attempt to login the system will trigger an SMS to the users mobile in order to further verify that it is the legitimate user. 2 Factor Authentication can also be set up by IP Address so that on your dealership wi-fi user do not need a secondary sms code, but as soon as they leave the dealership wi-fi they will. This is NOT set up by default - if you would like this functionality please email firstname.lastname@example.org.
Can I continue to use the iOS App?
The iOS app will remain in service for the foreseeable future. The HTML5 application allows us to do everything the iOS app does and more, but the current plan is to keep supporting the iOS App until we can review it's usage in 2020. Note, not all functionality available in autoplayauto.com will be replicated in the existing iOS app.
Will https://autoplay.automotive.co.nz continue to work?
We strongly encourage users to make the change to autoplayauto.com as there is a lot of refinements, speed and stability improvements and new features that make the user experience much improved with autoplayauto.com. However we will leave the old Silverlight Studio operational until at least November 2019.
Can I use the IOS App and autoplayauto.com?
The two systems will run off the same database and will talk to each other. You can use both systems if you like - just be aware you may need to refresh the page in order to see changes made in iOS and vice versa.
What password can I use to login to autoplayauto.com?
Your password will be the same one you use for the old Silverlight Studio. If you don't remember your password you can click the 'Reset Password' button. You will be emailed a link to reset any password associated with your email address. Note - for security reasons AutoPlay Support do not have access to your passwords - if you forget your password you will need to reset it to a new one.
I cannot load autoplayauto.com. What do I do?
Autoplayauto.com seems to run slowly. What could be causing this?
We have taken great care to make sure autoplayauto.com is fast and responsive - even on slower internet connections. In all testing the new application has run considerably faster than the old Silverlight Studio. If autoplayauto.com is running slower than the old system it is very likely there is something else impacting the speed of the application such as anti virus software or your dealership firewall. In addition the application requires a decent internet connection to work. A standard ADSL Rural speed will be DOWN 5 Mbps / UP 13 kbs, whilst Urban will be DOWN 10 Mbps / UP 0.8 Mbps. On VDSL or Fibre you will not have any issues with speed. You can check your own speed HERE. If your IT team verifies there is nothing impacting speed please contact email@example.com for assistance with your issue.
My screen has become unresponsive/is frozen/loading icon is spinning. What do I do?
We've taken great care to ensure the speed and stability of autoplayauto.com. However it is still a web page and at times web pages can suffer performance issues. If you find your browser unresponsive the easiest solution is to refresh the webpage. If the issue persists contact firstname.lastname@example.org for assistance.
Autoplayauto.com is not resizing correctly on my screen.
The new application is a responsive web app - this means it automatically resized to suit your screen size. If the page is out of alignment the first step is to check the zoom settings on your browser and PC - this can cause the user to experience a different view to when the page is being viewed as 100%. If you are using an uncommon browser we recommend switching to Chrome, Firefox, IE, Edge, Opera or Safari.. if you resize the browser window you may find you need to refresh the page to update the display of the screen you are viewing.
I cannot take photos or record audio in autoplayauto.com
The first time you access the camera or microphone autoplayauto.com will ask you for permission, which you need to accept if you wish to utilise the camera or microphone. If you accidentally decline, or this message does not appear you can manually set this;
- For iOS users - under SETTINGS>SAFARI>CAMERA & MICROPHONE ACCESS. iOS is very strict and will always ask you for permission to access the camera and microphone on each screen you access.
- For Android users - under SETTINGS>APPS>CHROME/SAMSUMG WEB BROWSER ETC>Allows Camera & Microphone Access (will differ from browser to browser)
- For Windows users - under SETTINGS>PRIVACY>APP PERMISSIONS>MICROPHONE and CAMERA
If you are still experiencing issues accessing the camera or microphone we recommend you talk to your IT Team. You may have firewall or anti virus software blocking this functionality.
I keep seeing a message stating that if I leave the page I may lose any unsaved data. What does this mean and how can I stop this message appearing?
When you attempt to leave a page without saving your changes your browser will automatically display a warning message advising you to save your changes. If you choose to ignore your changes will be lost forever. The save button is located at the bottom of the screen.
How do I know when my changes have been saved?
When you successfully save changes you will see a small green dialogue box in the top right corner of the application.
Why can't I save my new lead/customer/form?
Often this is due to mandatory fields for that particular screen not being completed. Mandatory fields differ by screen and some are customisable from dealership to dealership - they are always marked with a *. When you save and any of these fields are not complete a error message will display at the bottom of the screen. The incomplete mandatory fields will be highlighted in red and you can click on the relevent error message to auto-locate to the missing or incorrect data.
How do I organise more training?
The new autoplayauto.com has been designed to minimise the shock of change for all our loyal customers. If you believe you require further training this can be arranged for an additional charge. Contact email@example.com to schedule.
I need help but I don't want to pay for training. What are my options?
There is a comprehensive how to guide and video tutorial database available at https://www.support.autoplay.co.nz. In addition AutoPlay plan to hold webinars post launch in July and the following months (more information to follow). If you need more urgent assistance you can contact firstname.lastname@example.org for help.
How do I navigate around autoplayauto.com?
The main navigation bar is located on the left hand side of the screen - just like the iOS app and the old Silverlight Studio. The menu is divided into sections that can be expanded or collapsed as required. Clicking on each menu item will open that menu. If at any stage you need more space to view the page content you can hide the navigation menu using the < button. When you view a page such as an individual lead or listing, you can return to the previously viewed page using the back button on your browser, or by clicking on the relevent menu item and navigating back.
How do I open multiple windows at once?
In certain instances you might want top open a new screen, but keep the current screen open. You can do this by opening the Profile menu in the red header, and clicking on the 'Open New Tab' button.
What is the menu next to my avatar on the top right hand corner of the application?
Autoplayauto.com now has a profile menu with shortcuts to several screens relating to the logged in user (as well as a 'Log Out' button). You can still navigate to all these buttons via Settings>Company Settings.
Why am I seeing so many more screens in the left hand side navigation menu?
Most of these screens existed previously but were not visible to any users outside of AutoPlay employees. With autoplayauto.com we have taken a conscious effort to make these screens visible to approved users. This will mean that dealerships are able to self diagnose and change more settings instead of contacting AutoPlay Support.
I can't find fields on certain screens such as Leads and Listings. Where are my fields?
We have not removed any fields from autoplayauto.com. However on many screens we have separated the content into sections to make it easier to read and manage your content. Each of these sections can be expanded and collapsed to customise your view of the screen to how you prefer. The system will remember the way the sections were left the last time the page was viewed, and automatically display your page this way the next time the type of page is viewed. The system will remember this until the user logs out again.
How do I use the keyword search on all the Dashboard pages?
On most of the Dashboard screens it is possible to use the keyword search in order to more easily find the records you need to view or edit. To use the keyword search simply type in what you would like to search and click enter, or click on the search icon to complete your search. The fields that are searchable differs from page to page.
How do I use the filters on Listings, Dashboard, Vehicle Registry, Vehicle Appraisals etc?
On all the Dashboard screens there will be a limited number of filters visible on the screen. You can click on any of these filters to narrow down the visible leads. To view more available filters you can click on the expand filters button next to the keyword search. Some dropdowns will allow you to select multiple options such as User or Yard. Other filters will allow for a single selection only. In addition where the drop down lists are long, we have added a keyword search to the filter drop down. This keyword search will allow users to more quickly find the option they wish to in each filter list. To unselect filter options you can click on each selected filter, or use the clear filter option to clear ALL selected filters. You can hide the filters again using the collapse filter button.
How do I add an avatar to my profile?
To add your photo to autoplayauto.com so that it appears in the top right hand corner, access the My Details or My Users screen. In the grey Action menu there will be a picture icon. Simply select your image, resize using the built in tool and upload your preferred image. Note this is a business application so you need to be mature and responsible with the image you upload. AutoPlay will take no responsibility for any inappropriate images that are uploaded.
What is role management and why can I see it?
Role management is the group of settings and logic that dictates which users can view and edit records. These roles are either grouped into roles that control a range of functions such as Listings Manager and Lead Manager. Other roles are more specific such as who can close leads as lost. This screen has always existed, but in autoplayauto.com we have made it visible to selected users. If you believe you should have access to make changes to this screen please ensure your manager contacts email@example.com (we require written requests to change any role management settings). For help with role management click HERE.
Why can't I view/edit certain screens, leads, listings or forms?
Autoplayauto.com has refined and strengthened the role management settings to ensure that salespeople only have access to the data they should have access to. Whilst we have taken great care to ensure there is no disruption to users, it is possible that on certain screens a slight tweak to the way a role is applied has resulted in a change in visibility of records. If you believe you should be able to view records contact firstname.lastname@example.org to discuss.
I would like to tighten the visibility for certain screens or functions. What do I do?
The old Silverlight Studio had numerous behind the curtain settings that AutoPlay can tweak per user to customise access and visibility within different screens. Autoplayauto.com has expanded this in certain areas including User and Company Admin. If you are unsure of whether access can be restricted you can browse our how to guides and video tutorials, or contact email@example.com for assistance.
Why can I view a summary popup instead of accessing the full record?
In some cases users will see a popup giving a summary of key information instead of being able to see the full record. This happens in cases where we believe viewing this info will help the user, but they do not have the role management rights to view or edit the full record.
How do I set up a new user?
If you have the User Admin role you can set up new users via the My Users screen. If you have the right role you will see a + button in the grey Action menu. Remember that setting up a user is only half the equation - you also need to make sure you set up the right role management. An easier way to achieve this is to find a user that has the same access settings, and from the Action menu click on 'Copy User'. This will create a copy of the user complete with their role management settings. All you need to do next is add the new users name and email address.
I've set up a new User and they have access autoplayauto.com but can't login. What do I do?
Every user must have a password set up. You can enter the users email address and click 'Reset Password' to email the new user a link to set up their password.
How do I delete a user?
If you have the right role management setting you can delete a user that no longer requires access to AutoPlay. The 'Delete' button is visible in the Action menu under the User Details screen. If you Delete a user their historical leads will remain under their name within AutoPlay, and in reporting. If the user has any open leads against them the system will prompt to reallocate those leads to a new user.
Why can I no longer view or edit certain listings when I could previously?
It sounds like your role management settings have not been applied correctly. Contact firstname.lastname@example.org for assistance. If you didn't have access to these records when using the old software then it is probable this is because your manager has requested your access level - in which case talk to your manager about your visibility.
Why can I see the listings I can see?
The Listing Manager role controls what listings are visible. You do not need to be a manager in order to view listings within a yard. There is also a setting in each User screen for users to set their 'Default Yard'. The Default Yard will be the first yard visible when accessing the Listings screen.
How do I search my listings?
You can use the keyword search to find any listings you want to view or edit. You can search by Make/Model, Variant, Stock Number, Rego using the keyword search - just type in and click on the search icon, or hit enter to search. You can also search your listings using the drop downs that are visible on screen. If you want to search by additional filters use the filter drop-down to open the filters menu.
Why can't I see all my listings at once?
In order to ensure autoplayauto.com loads fast all of our dashboard screens have adopted pagination. The Listing screen will show 25 listings at a time and you can scroll through the pages via the page numbers at the top and bottom of the screen. If you don't want to scroll through multiple pages we recommend using the keyword search and other filters to narrow down the amount of listings visible.
Why can't I see all the filters?
In autoplayauto.com we've hidden the filters to keep the page tidy. You can use the keyword search, or view all the filters via the expand filter button. Some filters are grouped together under new headings such as Options (containing Condition, ORC, Manual Load, Trade Me) and Marketing (containing Video, Subtitles, Comments, Features, Incomplete). The Model filter will appear once you have selected a Make(s). You can clear the filters using the Clear button.
How do I add a new listing?
If you have the correct role management settings you can add a new listing using the + button in the grey action menu.
How can I get a print out of all my listings?
On the Listings screen you can click on the 'Download' button to download a PDF or Excel sheet with the currently visible listings.
Where is the Listing Reporting menu item?
The Listing Reporting button has been moved from it's own separate menu item to a function within the Listings screen. All of the report options are available under the 'Reporting' menu.
How do I manage my listing images?
Expand the 'Add/Edit Images' tab and click on the 'Edit' button to access the image controls. In the top left of the image section you will see 3 icons to add images - direct from a camera, from the image bank or from the devices file explorer. You can drag and drop to change the image order as well as delete any images. Click finish to exit edit mode.
How can I view a larger version of my images?
Expand the 'Add/Edit Images' tab and click on the 'Gallery' button to view the image in a larger size.
What are the icons in the Fuel & Safety section?
If you are a NZ customer you will see the Fuel Saver and Safety ratings for each listing. This info is pulled directly from the Fuel Saver database when the listing is first received via the Rego, Chassis or VIN. If you need to pull through this info again you can click on the 'Update Fuel Saver' button.
What is the Consumer Information Notice section for?
The Consumer Information Notice section allows users to add fields that will enable them to print out CIN notices. If a template is set up these can be printed via the 'View Fact Card' button (Note-you will not see this option if no template has been set up).
How can I manage my Virtual Demo Videos?
If you have access to Virtual Demo Videos you will see some menu icons in the Action menu to manage your videos. 'Manage Audio' allows approved users to record a voiceover to be used in your video. 'Build MP4' is only visible if you have the Manual Virtual Demo role and prompts for a new video to be built. 'Download MP4' allows users to download a MP4 video file, but users can also view the video directly within AutoPlay using the 'Preview Video' button.
How do I view the Listing Activity screen?
The Listing Activity screen can be accessed via the grey Action menu>MORE>Listing Activity. This screen shows you a summary of all the vehicle information - including any Leads, Test Drives or Loan Vehicle Forms created on the listing.
Can I still select individual listings for export to Trade Me?
Yes - the Trade Me Export screen is still available for dealerships that have this set up. This screen works exactly as it does in Silverlight Studio - simply tick the listings you want to export up to your limit.
5. Vehicle Registry
What is the Vehicle Registry used for?
The Vehicle Registry is where all your Test Drives and Loan Cars will appear (if you have signed up for the Loan Car Form). The Vehicle Registry shows by default the Test Drive and Loan Car Forms that are created this month. To change what records are visible you can expand the filters and view by Status (Uncompleted, Completed), Type and Date Range.
What does the Completed column show?
The Completed column shows Test Drives/Loan Car Forms that are completed vs still in progress - allowing users to easily identify which cars have yet to be returned.
How do I create a Loan Car Form?
If you have been set up with the Loan Car role you will see a + button in the grey Action menu.
Can I scan a drivers licence with autoplayauto.com?
When you create a Loan Car Form you can click on the camera icon in the Action menu. If you have not previously the system will ask for permission to access your camera. Obviously this is designed for tablets and smartphones, but will activate any device with a camera.
6. Sales Pipeline - Dashboard & View Leads
How can I view my leads by Created Date?
In autoplayauto.com it's possible to view the Sales Pipeline Dashboard by Created Date instead of Action Date. You can toggle between the two views using the 'Use Created Date' check box within the date range filter. When you tick this option the Next Action column will change to Created Date. If you would like this to become your default view you can set this up in the 'My Details' screen.
What does the 'Updated' column show?
The 'Updated' column shows the date a changes was last made against the lead. You can click on the header to sort chronologically most recent to least recent and vice versa.
What is the icon on the far right of the screen?
The icon on the far right of the Dashboard is the Lead Origin. The Lead Origin is another layer of tracking independent of the Lead Source and Lead Campaign. The Lead Origin icon can be hovered over to reveal if the lead was manually loaded, captured via email, or loaded via an API. You can also use the Lead Origin filter to narrow down your leads by these options.
Where are all my filters?
In trying to keep the screen uncluttered and easy to use, when you initially open the Dashboard you'll see only the most commonly used filters for Status (Open, Closed), Users, Yards and Lead Progress (i.e. Awaiting Action, Test Drive etc). If you expand the visible filters using the button next to the search box you will be able to see the full range of filters.
Why am I seeing so many Lead Sources & Campaigns?
In order to speed up the Dashboard we've changed how the Lead Source and Campaign filters work. Instead of returning only those with currently filtered to leads, the list shows all of the Sources/Campaigns available to your dealership - sometimes resulting in a longer list. However these types of drop downs now have keyword searches built into them which eliminate a lot of scrolling to find the Source/Campaign you want to filter by.
Why am I not seeing some sources that I know I have loaded leads against?
The Lead Source filter shows only Active Lead Sources by default. To view inactive sources that might have leads against them click on the 'Include Inactive' checkbox. 'Inactive' Sources are displayed in italic and red font.
How do I clear my filters?
To clear any selected filter just click it again to deselect. In some drop-downs you can select an option for 'Any' or 'All' which will also serve to clear all your selections for that particular filter. To clear all your filters you can click the 'Clear Filter' button at the end of the visible filters.
What does the blue + icon in the 'Customer' field do
This icon opens a shortcut to the customers contact details. You can click on the customers phone, mobile or email to directly contact the customer, but any action completed here will not be automatically recorded within AutoPlay. Instead this shortcut can be used to schedule follow up, send an AutoPlay video email response or allocate the lead without having to open the full lead.
What does the coloured square in the 'Progress' field mean?
As with iOS and SIlverlight Studio the coloured square represents the customers perceived interest. The square can be blue=cold, orange=warm, red=hot or not selected. This can be set when viewing the lead detail screen.
Where have the Listing Activity and Customer Activity screens gone?
These buttons are located in the Action menu under MORE options.
How are notifications managed in autoplayauto.com?
Notifications hare handled in a similar way to iOS and the old Silverlight Studio. On the far right of the screen above the Lead Origin icon, the Notification warning icon will appear on any lead with a pending notification. In the red header the Notifications for all leads can be viewed. As with the current system the Notifications apply to the user who is logged in, and are automatically created when certain actions occur such as Overdue Test Drives, or when customers reply to SMS or Emails.
How do I create a new Lead, Test Drive or Appraisal?
Under the + menu you will see options to create Leads, Test Drives or Appraisals. All of these first go through the customer selection screen where you can search the customer database and/or scan drivers licence or business cards.
What are the 3 icons at the top of my lead?
In autoplayauto.com the View Lead screen now has 3 shortcuts at the top of the screen. The User icon can be clicked on to Allocate your lead to another user, and the Progress icon can be clicked to advance the progress of the lead. Both of these actions can also be completed from the 'Lead Details' section.
How do I schedule follow up?
As with the old Silverlight Studio, there are multiple ways to schedule follow up on your lead. You can use the calendar in the Action menu to + New Event, view the calendar and click on a date, or click 'Add' in the 'Next Action' section on the calendar. When you are ready you can mark the event as 'Complete' or 'No Show'
How do I create a Test Drive/Appraisal/Wishlist/Write Up/Assistance Request Form?
All forms can be created by clicking on the + button in the Action menu. Alternatively you can click on the 'Add' button in the Test Drive, Appraisal, Wishlist, Write Up or Assistance Request Form sections.
When creating a new lead what does the 'Opt In' button do?
Why can't I Close Won or Close Lost?
This function can be restricted by user if the DP/Sales Manager requests. If you are unable to close a lead as Won or Lost it will be because this functionality is restricted for your user account. In this scenario please talk to your manager and ask them to contact email@example.com
7. Email Response & SMS
How do I create an AutoPlay Video Email Response or SMS?
Communications now has it's own menu item (represented by the two speech bubbles). In this menu you can send an email or and sms to the individual on the lead. You can scroll down to the 'Communications' section you can see any previously created Emails or SMS records, as well as whether they were viewed. Within this section you can click on the 'Add' button to navigate to the appropriate screen.
Where can I send an AutoPlay Email Response from?
If your User account has the right role management settings then you can send an AutoPlay Video Email Response from an individual Listing, from the 'Emails' screen (under Communications in the left hand side menu) or from the Lead screen. When on the Lead screen you can use the 'Communication' icon in the Action menu (pictured), or by scrolling down to the 'Communications' tab and clicking on the 'Add' button.
What is an SMS Email?
The communications section has options to create three different types of comms to your customer.
1. New Email Response - this allows the user to create a email response with or without video
2. New SMS Message - if your account is set up with a SMS Gateway you are able to send SMS replies to your leads (additional charges apply).
3. New SMS Email - autoplayauto.com allows users to create a video email response, but then send that link as an SMS - getting the best of both worlds.
What is the difference between Standard Responses and Standard Text?
Standard Responses can be set up with a full selection of email template, images, and even video. Standard Text is only used to populate text within your email. Depending on your email templates, you may have been set up with either option. Standard Text can now also be set up to use in your SMS replies.
How do I know when my customers have viewed my email, or replied to an email or SMS?
When an email has been sent it will appear in the 'Communications' section. When the email is viewed you will see a small red circle with a count of the views. This will be '1' if the email was opened, and then an additional count for each time the video is viewed (in most cases the first time you view it the view count would be '2'). If you need more information you can open the email, click on 'History' within the Action menu to view the date sent, viewed and read, If your account has been set up for it the customers reply will also be captured directly back to this lead. When the customer replies to an email or SMS it will also generate a notification to advise the user who sent the message that their customer has replied. These will be marked as incoming in the 'Communications' section.
When building an email how do I change the order of my images?
Once you are on the Create/View Email screen you can drag and drop your listing images to change the order they display in the video. This will not affect your listing. When on mobile drag and drop can be difficult, so you can use the buttons provided to change the order of photos.
How do I create an audio recording?
When in the Create/View Email screen click on the microphone icon to access the audio controls. Clicking on the 3 dots icon will let you 'Upload audio file' 'Select branded audio' or 'Use Listing Audio' (if one exists). You can record audio using the recording controls. The first time you do this you will be asked for permission to use your microphone.
Can I send my customer a AutoPlay Video Email with attachments?
You can add attachments to your email via the 'Add/Edit Attachments' section. You can choose any PDF or JPG from your PC or device just as you would with a normal email. If you have completed a Test Drive, Appraisal or Write Up Form the PDF can be attached to your branded AutoPlay Video Email Response, a very professional way to follow up with your customers after their visit to the dealership.
8. Assistance Requests
Why can/can't I see 'Assistance Requests' in the left hand nav menu?
The Assistance Requests screen is controlled by the Assistance Request role. If you can't see the screen but need to please ask your manager to email firstname.lastname@example.org with the request.
Why is the 'Create Assistance Request' button not visible on my lead?
Only approved users can submit Assistance Requests. In addition the Assistance Request button will not be visible unless the primary listing is one of the approved brands set up for Assistance Requests.
Why can't I create an Assistance Request from the Assistance Request Dashboard?
In the majority of scenarios you can ONLY create Assistance Request Forms from the lead. However some dealerships will have access to create an Assistance Request Form directly from the Assistance Requests screen. This is restricted to Demo, Pre-Reg or Service Loan Vehicle purchaser types only.
How do I view the terms & conditions that apply to the Assistance Request?
The T&C's are accessible via the T&C's icon in the Action menu.
How do I upload my customers 'Proof Of Status'?
The Assistance Request Form has a section labelled 'Proof Of Status'. This section includes a image control that will enable you to take a photo of your proof of status, or to upload a file from your device/computer.
How do I submit/re-submit my Assistance Request Form?
At the bottom of the screen there is a red 'Submit' button. Clicking this will automatically trigger the email to your brand/group OEM as well as make the record appear in their corresponding screen for approval. If you need to trigger the email again for any reason you can do so using the 'Resubmit' button.
9. Test Drives
Can I use the Test Drive Kiosk Mode in autoplayauto.com?
Not as of July 2019. The Kiosk Mode has been optimised to work with the physical Test Drive Kiosks and currently the iOS app supports this best. We will be working on autoplayauto.com in the future to port this function across.
Can I create a Test Drive without first creating a lead?
No - we don't currently offer the ability to create a Test Drive without a lead. However you can create a lead at the same time that you create the Test Drive by clicking on the 'Test Drive' button on the Dashboard. This will take you to the screen where you can scan Drivers Licence/Business Card and search the customer database. Once you create/select the customer you will automatically be taken to the Test Drive Form.
How do I create a Test Drive in autoplayauto.com?
You can create a Test Drive via the Dashboard or from the View Lead screen. The create options are shown in the Action menu under the + button. You will see options for 'Test Drive', 'Appraisal', 'Write Up' and 'Wishlist'. All of these will create a Lead first.
What are 'Check Out' and 'Check In' used for?
In autoplayauto.com it's now possible to take photos of the condition of the vehicle before Test Drive, and upon it's return. This function was previously only available on the Loan Car Forms, but has now been copied to the standard Test Drive Forms.
What are 'Odometer In' and 'Odometer Out' for?
We've always had Odometer Out and Odometer In on our Loan Car Forms. In autoplayauto.com we've now added this to the Test Drive Form. The fields can be used to record the km's before and after the car was taken for a Test Drive.
Where do I store the Drivers Licence, Second Drivers Licence, Check In and Check Out images?
The Test Drive has a section at the top of the screen to manage images. When you scan the customers drivers licence it will appear here. If you click on Check Out or Check In and use the camera autoplayauto.com will know that you are not attempting to scan a licence and display the normal image capture mode.
10. Appraisal Forms
What does the Vehicle Appraisals screen show me?
The Vehicle Appraisals screen found in the left hand nave menu shows all the Appraisals that have been created that you have role management rights to view. The vehicle displayed is the appraised vehicle rather than the vehicle on the lead. The screen defaults to Open Leads, Pending Trade Ins, Any Traded Status for All Users loaded This Month. You can change these filters using the Expand Filters function.
How do I run a free vehicle lookup? (NZ only)
You can still do a free vehicle lookup in autoplayautomotive.com. This function has been moved slightly from the Silverlight Studios 'Retrieve Details' button. It is now located within the 'Vehicle Lookup' section next to the Rightcar logo (which is where AutoPlay retrieve the data from). The function works exactly as per the old system - just type in a rego, vin or chassis and you can retrieve the vehicle details.
How do I mark my Appraisal as 'Approved' or 'Traded'?
You can mark the Appraisal as 'Approved' if you have been set up as a manager in the Vehicle Appraisal Manager Approval role. The tick is located in the MORE menu as 'Approve Appraisal'. Alternatively you can tick 'Manager Approval' check box within the Valuation section. If the vehicle is successfully purchased by the dealership you can also mark your Appraisals as 'Traded' from the same location.
How do I stop my team from seeing the Wholesale Quotes?
If you need to stop your sales team from seeing the Wholesale Quotes section this can be achieved by enabling the Wholesale Quote role. If the role is enabled only users in the role will see the section.
How do I email or sms the wholesaler some vehicle details?
You can click on the Communication icon to 'Email PDF', 'Email Wholesaler' and 'Send SMS'. Note that 'Email PDF' will email exactly the same form as you can print so it may be more appropriate to select the 'Email Wholesaler' option - this removes any confidential internal valuations or customer data. The 'Send SMS' function will send from your smartphone unless you have a SMS Gateway set up with AutoPlay. Any SMS sent directly from your phone is not tracked by AutoPlay. If you create an AutoPlay Email Response you can also attach the Appraisal PDF to your video email response for a professional follow up with your customer.
11. Wishlist Forms
How do I limit my Wishlist matches to Appraisals only Open Leads?
When creating a Wishlist you can tick the 'Match When Lead Closed' checkbox to include Appraisals on closed leads as well as open. If you prefer to only match on open leads leave the box unticked - this can be an effective way to move both leads forward.
How do I stop selected Appraisals being returned as matches in my Wishlist Form?
In your Appraisal Form you can select the 'Exclude From Wishlist' checkbox to ensure the Appraisal is not matched against in the Wishlist.
What do I do with the matching Appraisals and Listings?
You can add any matching listings to your lead on the spot by clicking on the 'Add To Lead' button. If you have role management rights you can click on any matching Appraisal to view the full Appraisal Form. If you do not have rights you will see a summary of the key info about the possible trade.
12. Write Up Forms
How do I add Listings to my Write Up Form?
The Write Up Form will automatically default to the Primary Listing on the Lead. You can choose from any of the Listings on the Lead using the 'Select' button. If you would like to select a listing that is not already on the lead you can do so by clicking on 'Select more'. Any listing added will back-fill into the Other Listings on the lead itself. If your deal involves the customer purchasing multiple cars you can add additional listings in the 'Other Listings' section.
I currently push to F & I providers from AutoPlay. Can I still do this?
You can still push to F&I providers from the View Lead screen or from Action menu>MORE>Finance & Insurance (selected providers and dealerships only).
How do I sign Terms and Conditions?
You can sign T&C's by clicking on the 'View & Sign' button in the Terms & Conditions section. This loads whatever Write Up T&Cs you have loaded for the yard, and a signature box to get signed by the customer.
Why is the Write Up Form not visible to me?
In isolated cases managers have indicated they would like us to hide the Write Up Form from users. If you cannot see the Write Up this is likely due to this reason. Please talk to your manager and get them to submit a request if they would like us to activate Write Ups.
13. Contacts, Address Book and Groups
Why can't I see the Address Book?
In autoplayauto.com we've introduced a new role to control who can access the address book (the Manage Contacts role). The role will enable anyone added to view contacts, and if ticked as a manager the user can add/edit/delete contacts. If you are not seeing the Address Book it is likely because this role has not been set up for your dealership - in which case have the approved person contact AutoPlay to request set up.
Why can't I see all my contacts?
The Address Book defaults to show only New and Current contacts. The Address Book may contain those who have Opted Out or are undeliverable - in which case you can filter to these contacts via the expandable filter options. In addition to keep the system fast we will not load your full database at once - instead we display 25 at once. It is recommended you search using the keyword search (which we have spent a lot of time refining to improve the quality of search results. In addition in isolated cases it is possible for AutoPlay to restrict access to contacts by yard or user. If you need assistance with the Address Book contact email@example.com.
What are the 3 dots next to the keyword search?
The icon next to the keyword search box will allow you to select multiple contacts at once to bulk add to a group, or bulk delete. This button will only be visible to approved managers.
How can I load contacts into the Address Book?
If you are a manager in the Manage Contacts role you can add a contact via the address book via the + button in the Action menu. Any new contact created on a lead will automatically end up in the Address Book and if you have integration with a DMS or CRM system these will also appear in this screen. It is also possible to 'Import Listings' using a preset format. If you don't have the format you can 'Download Template' from the 'Import Contacts' screen.
How do I view what activity has happened on my customers?
When viewing an individual customer you can see all the Leads, Test Drives or Appraisals that have been created against the customer. If you have role management rights via the Manage Leads role you will be able to click through to view each Lead/Test Drive/Appraisal. If you do not have rights you will see a summary popup of key information.
I've found my customer...now I want to create a Lead against them. Can I do this?
In autoplayauto.com you can now send an email, create a lead, test drive or loan vehicle directly from the customer record (without having to navigate back to the Dashboard. Once you've found your contact, click on the + button within the Action menu to create your new lead. The customers details will be automatically captured on the lead, but you will still need to add a listing, source etc.
I forgot to select the customer as Opted Out when I created the lead. Can I update my customer later?
You can click through to the Contact screen from your lead, or directly from the navigation menu. Once you've found your contact you can open the 'General' section and change the Status to 'Opted Out (it will likely be 'New' or 'Current').
What is the 'Member Of' section for?
The 'Member Of' section is for users to manage the groups the customer belongs to. In this screen you can add the customer record to the groups set up under your account. If you need to add multiple customers to groups you can use the bulk manage function, or upload directly to Contact Groups.
14. Email Campaigns, Live Leads and In Market Leads
Where are the Live Leads and Email Campaigns buttons?
In the old Silverlight Studio the Email Campaigns and Live Leads screens were visible under the Emails section in the main navigation menu. In autoplayauto.com the menu has been renamed as 'Communications'.
Where is the 'Live Leads' button?
In autoplayauto.com we've merged 'Email Campaigns' and 'Live Leads' screens into one screen labelled 'Email Campaigns'. This screen will still allow you to send AutoPlays Live Leads emails, but the screens are so similar we've decided to consolidate them. If you are used to sending Email Campaigns only you will see there are some additional buttons - including 'Build List'. Whilst you can still select an existing Contact Group you can do so via the Email To drop down, you can also now build a custom recipient list based on the leads you have captured already.
How do I build my recipient list?
If you have previously set up a filter you can reuse this filter to build your recipient list. Unlike sending to pre-loaded groups, building a list with a pre-loaded filter will dynamically include new leads/customers loaded since you set up the filter. If you need to build your filter just select the types of leads you want to build your list to include using the provided filters. For example if you just want Facebook leads, created this month that made it to Test Drive and were qualified to Ford Falcons you can do this. The Build List function give you much greater control over targeting your messages at specific customers.
How do I view the results of my email campaign/live leads?
Once you have sent the eDM, open the email record in autoplayauto.com and click on the 3 dots in the Action menu. In this screen you can click 'View Results' to see which individual recipients opened or watched videos.
What does 'Delivered', 'Opened' and 'Video Views' represent?
The results screen shows for each recipient of the email, what they did with it. 'Delivered' means that AutoPlay's email server was successfully able to send the email to the customers email address. 'Opened' means that the recipient opened the email in their inbox (if images are downloaded), or in the web page. 'Video Views' represents the number of AutoPlay Virtual Demos the recipient watched. Note - these are all currently tracked in iOS and the old Silverlight Studio, but have been renamed here for improved clarity.
What can I do from the Email Campaign/Live Leads results screen?
As well viewing the stats for each recipient, you can also view the Contact, the original Lead or any New Lead created for this recipient. You can also run multiple reports on your campaign, and also select records to schedule follow up or create new leads. Find out more about how to follow up your Live Leads recipients HERE.
What is In Market Leads and how do I use it?
In Market Leads is not a new feature - it existed in the old Silverlight Studio. However a lot of our customers have yet to experience how much impact this product can have. To find out more you can read about In Market Leads HERE.
What are all the Settings screens I can now see?
When building autoplayauto.com one of our goals was to be able to safely expose all of our settings screens to users. In the past our customers were able to create users, but unable to create all the role management settings required to effectively use the Sales Pipeline. Among many other settings we can now allow approved users to set up Role Management. To find out more about these screens you can visit https://support.autoplay.co.nz/
Will reporting.autoplay.co.nz be changed at all?
No. You will still be able to access reporting directly from the url https://www.reporting.autoplay.co.nz. In addition in the main navigation menu on the LHS under Sales Pipeline you can click on 'SALES PIPELINE REPORTING'.
I can't find the 'Generate Reports' menu?
We've moved the Generate Reports menu to the grey action menu on the top right hand side when you are on the Dashboard screen. This is located under the MORE menu item.
*autoplayauto.com is compatible with iOS, Android and Windows desktop, tablet and smartphones. The application will work on Chrome, Firefox, Edge, Internet Explorer, Safari and all major web browsers.
As 2018 winds to a close we wanted to share with our customers an update on our progress with rebuilding our Desktop Studio as an HTML5 application. We've been working hard as this project for a number of months and it's starting to come together.
At this stage our goal is to have the new Sales Pipeline in the hands of a select few dealers for a BETA trial around March/April 2019. Once we have run this trial for a month or two we will look to roll-out to the rest of our dealers in a staggered approach to ensure we can support our customers with the new software.
As we are getting to the pointy end of the project we'll keep the updates coming as regularly as possible.
If you have any questions about the HTML5 project, or would like to put your hand up to get early access please contact firstname.lastname@example.org
Version 18.4 of the AutoPlay Sales Pipeline is coming soon - it will be available for download on 05/12/18
Although we are dedicating most of our time to rebuilding the Desktop Studio in HTML5 we have managed to squeeze in a few small improvements into this release.
Event No Shows
We have been receiving a lot of feedback from dealerships that they want to track how many customers don't make it to scheduled appointments. To facilitate this request we've added a new option on Calendar Events called "No Show". This option can be selected when the customer does not turn up for their appointment. No Shows are tracked in the Morning Meeting, Overdue and Daily Health Check Reports. In addition we've built an Appointment Conversion Report which is available via the Desktop Studio under Generate Reports.
Pending Leads Criteria
In 18.4 we've modified the criteria for a lead to appear in the Pending Leads screen. Where previously if the lead was automatically allocated to any user the system would determine it wasn't "pending" and the lead would not appear in Pending Leads. In the latest release we have modified the criteria so that the lead will display if it is Awaiting Action, has no Calendar Events, Emails, SMS or forms created by a User in AutoPlay.
(FYI in the HTML5 rebuild we have created a better way to handle this on the existing Lead Dashboard without the need for a dedicated screen for Pending Leads).
Improvements To Customer Search
We've improved how the iOS and Desktop apps search for customer records with two names in the first name field. This will make identifying these customers in your database easier. Records returned are now ordered by first name match first, then company followed by last name.
Drivers Licence Scanning Will Now Scan Address Details
If Address details are located on the front of a customers Drivers Licence the DL scan will now pick up these details and populate within the relevant address fields on your lead or Test Drive Form.
Appraisal Valuation Details Removed From Email Appraisal
If you use the 'Email Appraisal' function on the Appraisal Form to email wholesalers we've now removed the Valuation and Customer sections from this information.
New Setting To Restrict Lead & Customer Export To DMS Until Closed Won or Closed Lost
In the past it was possible to restrict exporting Customer and Lead exports to the DMS until the lead made it through certain Progress steps. With the latest release we've expanded this functionality to include 'Closed Won' and 'Closed Lost'. This will provide dealerships with an additional mechanism to restrict what is exported to the DMS.
In Market Leads Matching On Sold Listings
18.4 includes several fixes to the In Market Leads functionality. We've made several tweaks to the engine behind this functionality which have helped make this function run faster. In addition we have tidied up a small issue where In Market Leads were including listings that were already marked as sold.
Tidied Up User List In Standard Response Screen
We've cleaned up the 'User' drop down in the Standard Response screen to exclude users that are 'Deleted'. This brings the drop down in line with other User drop downs throughout AutoPlay.
Improved Notifications When SMS Fail To Send
We've improved the error handling on SMS sending when the SMS fails to send due to an incorrectly formatted phone number. AutoPlay will now trigger an email to the sender letting them know the SMS failed, as well as displaying a notification against the lead, and the Notifications panel on the Dashboard.
Storing Photos When Licence Scans Fail
In 18.4 we have added the option to store a photo of the customers Drivers Licence even if the scan fails to scan any customer details due to blurryness/poor lighting/movement etc.
New MotorWeb Appraisal Report Replacing the MotorWeb VIR
In the latest version of the Sales Pipeline, the MotorWeb VIR will be replaced with a brand-new Appraisal Report. The new report allows salespeople to return vehicle details & easily view comparative model listings on Trade Me to help meet customers trade price expectations. Check out the link here for more details.
We are aiming to have the HTML5 project in the hands of some customers for preview on March 31st depending on how much resource we can dedicate to this project. More updates will follow in February 2019. If you have any questions about this project please email email@example.com
AutoPlay are at the forefront of delivering innovative digital tools that are designed to enhance our customers day-to-day activities - whether it be through helping our Dealers become more efficient or by assisting them to drive a higher level of sales performance chances are we’ve got a solution that works for your Dealership.
We’ve been working closely with the team at MotorWeb - Trademe’s vehicle data business to develop a more tailored solution to support the vehicle appraisal process. Recognising not all vehicles are subsequently traded Sales Consultants and Managers have asked for a more targeted report to help them carry out appraisals.
Both AutoPlay and MotorWeb are committed to promoting best practice within the automotive industry. Our workflows are designed to protect both Dealers and their customers. MotorWeb’s reports help you meet both your legal obligations and financial compliance checks, leaving nothing to chance.
The new Appraisal Report will provide your sales team valuable insights at the very start of the process, upfront when you need to engage in great customer conversations.
So what are some of the benefits of an Appraisal Report?
How’s the Appraisal Report integrated within AutoPlay?
If you are currently using the MotorWeb VIR service in NZ via AutoPlay you will notice it change over automatically on 5/12/18. If you do not currently use this service within AutoPlay you can sign up via firstname.lastname@example.org. There is no additional charge from AutoPlay to use this function within the Sales Pipeline.
What’s the next step if we decide to purchase the Vehicle?
The MotorWeb Vehicle Information Report (VIR) will always be required to comprehensively check the vehicle before making any payment, as it checks a whole range of financial conditions including legal ownership, registered finance securities and will soon form part of your obligations under The Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (AML/CFT). The VIR is only available through the MotorWeb Dashboard or if we’re integrated within your Dealer Management System (DMS).
To find out more about this service or sign up, please contact the MotorWeb Dealer Support team on 0800 668 679 or email email@example.com
View an example of the Appraisal Report from MotorWeb
It’s that time of year again – Christmas is rapidly approaching and with it comes the inevitable rush to get all your website changes and email campaigns completed before the end of year break. Although we try our best to get all work done before the Christmas break, it is an extremely busy time for AutoPlay and work is completed in a strictly first come, first served basis.
To ensure your website changes or email campaigns are completed before the end of the year you need to ensure you submit all your requests by the following deadline;
5pm NZT on Wednesday 12th December, 2018
AutoPlay will officially shut down for the year on Friday 21st December at 3pm. The office will be reopening at 8am on Monday 7th January, 2019. Over the official shutdown period you will be able to email firstname.lastname@example.org for any emergencies.
As many of you will be eagerly awaiting, we've been rebuilding our existing Silverlight based Desktop Studio in HTML5. This will give our customers huge benefits including the ability to run the Desktop on any browser (Chrome, Firefox, IE, Edge, Safari etc), as well as on any device (iOS, Android, Windows tablet and devices). This obviously means that installs are easier, and it becomes a lot more flexible for our users to jump on and manage leads at any time.
We've been working diligently on this project on/off from January, but it's been a while since we last updated all our customers on our progress towards completing this massive project. Where possible we are pumping as much resources into this project as possible, and we are making good progress. At present we are working on the most important part of the system - the Dashboard of the Sales Pipeline.
As you can see from the screenshot above we are making good progress on this. The Dashboard is much faster loading and has had a few subtle improvements, whilst still maintaining all the amazing features our customers are used to.
The HTML5 version of the AutoPlay Studio for Desktop is our number one development priority. At this stage we are hoping to get an early release BETA version out to selected customers at the end of Q1. If this changes then we will advise you as soon as possible.
If you have any questions about the HTML5 version of the AutoPlay Studio then please feel free to email email@example.com with your questions.
AutoPlay Sales Pipeline is a pre-sales lead management tool designed for dealerships, dealer groups and automakers