DMS Systems, Data, Security, I.T.

Omar, an independent used car dealer who has grown from 5 to 25 vehicles since 2020, is seeking advice about a recent six-month slump in deal closures despite maintaining steady lead flow across various credit tiers. He suspects tightening lending standards from major finance sources like Westlake and Flagship are the root cause and is looking for solutions or workarounds from the community.

A small independent used car dealership reported a three-week outage with Experian's AutoCheck Open Recall Reports service and sought alternative bulk recall reporting solutions. A forum member responded by recommending AutoAp as an automated alternative that scans vehicles daily and emails reports automatically. The thread highlights frustration with AutoCheck's service reliability and introduces an alternative vendor option for dealers needing consistent recall monitoring.

A dealer asks for guidance on using AI to generate an algorithm from Excel data, and receives a recommendation to try ChatGPT. The follow-up reveals that ChatGPT provided instructions on how to create the algorithm rather than generating it directly, leaving the user uncertain whether the issue was his prompt technique or unrealistic expectations about AI capabilities.

Bill Hoerr asks how to export GA4 custom definitions (ASC event parameters like flow, flow_outcome, comm_type) into BigQuery's native schema, which doesn't automatically capture them. Multiple respondents clarify that custom parameters don't appear in the default schema but are accessible by querying the `event_params` field directly using UNNEST functions, and some suggest bypassing custom definitions altogether by writing custom BigQuery queries to pull ASC data on-demand.

A dealer is seeking help configuring Single Sign-On (SSO) using Google Workspace credentials for a third-party vendor that supports OpenID Connect, specifically involving GCP integration. The post indicates they've followed setup instructions but are experiencing implementation issues. The thread addresses technical troubleshooting for enterprise authentication integration with Reynolds DMS.

A developer with a tech background seeks guidance on setting up a DMS (Dealer Management System) and related software for a small online consignment dealership. Community experts recommend HomeNet IOL as a cost-effective rooftop solution that handles inventory management, VIN decoding, and syndication to third-party sites, with the option to integrate via CSV feeds or APIs into a custom website backend. The consensus is that using an established DMS like HomeNet eliminates the need to build inventory management from scratch while providing essential dealer tools.

Mark A Hoffman shares a tool and sample BigQuery queries designed to help automotive dealers extract GA4 data aligned with the ASC (Automotive Standards Committee) standard, making it easier for professionals new to BigQuery to analyze their data. The tool allows users to input their BigQuery credentials and date ranges to generate ready-to-use queries without exposing their data to security risks. This resource aims to democratize access to advanced analytics capabilities for dealership professionals interested in leveraging BigQuery's analytical power.

Ryan Leslie announces his new role at Foureyes, a company launching a Unified Data Platform that integrates website, phone, CRM, and inventory data for dealers, and discloses this upfront to the community while emphasizing the product is market-ready rather than vaporware. The replies are largely welcoming, with fellow long-time DealerRefresh members acknowledging Ryan's credibility and history in the community, which gives him standing to discuss his new venture. The conversation quickly shifts to lighthearted banter about forum seniority and creating badges for original members, with no substantive discussion of the actual product or its features.

The thread discusses a significant class-action lawsuit against CDK regarding dealer data control and access rights, raising questions about whether dealers truly own their data when vendors restrict its use. While the original post references a lengthy court document with important implications for the industry, the conversation devolves into humorous tangents about legacy DMS systems (particularly Reynolds) still using outdated technology, with brief mentions of how OEM partnerships with newer platforms like Tekion and Salesforce may disrupt the traditionally concentrated DMS market. The thread doesn't develop a concrete conclusion about the lawsuit itself, instead becoming a lighthearted discussion about industry-wide resistance to modernization.

Automotive industry professionals discuss FTC Safeguards Rule compliance, with the consensus that the industry is poorly prepared (rated 3/10) and specifics remain unclear until court cases establish precedent—the key takeaway being to document all compliance efforts defensively. A secondary debate emerges about whether cookie consent banners are actually required under these regulations, with skepticism that such requirements (promoted by vendors like Complyauto) are being oversold similar to unnecessary compliance tools like ADA AudioEye, though some acknowledge cookies do meaningfully impact conversion rates and ad effectiveness.

A dealer shares a positive 30-day experience with Arkona DMS, praising customer service and noting the system lacks some advanced features but is functional. However, another dealer counters with significant frustrations about poor support responsiveness and CRM integration issues, suggesting success with Arkona may depend heavily on having a responsive account representative and internal IT resources to work around system limitations using APIs and custom queries.

Dennis Mendoza, starting an independent dealership targeting subprime buyers, seeks DMS recommendations and receives feedback that DealerCenter has integration and data export limitations. Multiple users recommend alternatives like Frazer, Wayne Reaves, and Desk Manager as more cost-effective options for small dealers, though Mendoza notes the platforms appear functionally similar for basic needs like inventory management, sales process, and marketplace posting.

A dealer sought recommendations for document scanning and archiving solutions for service records (ROs), parts documentation, and dealer jackets. The community discussed several options, with **Dealer Docx** emerging as the primary recommendation—praised for collecting, scanning, and destroying original documents while making files searchable online—though **One View** was also mentioned as an alternative solution. The thread was ultimately derailed by spam and self-promotion attempts, with moderators and members calling out suspicious vendors quoting themselves multiple posts apart.

Jeffrey Schwartz of Empire Data Management introduces his name consolidation and data cleanup services for CDK DMS users, emphasizing the importance of annual name file maintenance to improve efficiency and sales. After being asked about DealerTrack compatibility, he indicates willingness to expand his services beyond CDK to other DMS platforms at competitive pricing. The thread is primarily a vendor introduction rather than a substantive discussion about name consolidation practices or outcomes.

A dealer named Alex Snyder shares news of an Arizona court ruling against CDK and Reynolds & Reynolds that prohibits vendors from charging for access to dealer data, requires written permission before vendors can act on that data, and allows dealers to terminate vendor contracts with 90 days' notice. While community members express enthusiasm about the decision, Snyder urges caution, noting the ruling is limited to Arizona and raising questions about whether it will apply beyond DMS systems and whether other states will follow suit.

A dealer seeking to prioritize DMS integrations asks the community for market share data (rooftop counts) across eight major DMS providers representing the ~16,658 US franchise dealers. One respondent provides a specific data point that PBS holds 4-5% US market share and is growing, but the thread appears incomplete with limited additional responses providing comprehensive competitive rankings.

An RV dealership FSM describes the inefficiency of manually entering deal data into multiple systems (Peartree and Quantech), plus additional entries for product sales, seeking software solutions to automate data transfer and reduce errors. A responder suggests investigating API integrations with vendors, noting that their own CRM successfully pushes data to their DMS and menu program to streamline the workflow. The key insight is that API-based system integrations may eliminate the need for manual re-entry across multiple platforms.

An independent dealer asks how to speed up loan approvals and compete with franchised dealers who have pre-loaded financing options in their DMS. The consensus solution is to properly leverage DealerTrack (which the dealer already has) by connecting it to lender integrations and exploring alternative platforms like instant customer pre-qualification tools, rather than relying on slow manual processes with credit unions and banks. Key insight: the bottleneck isn't the lenders themselves but the dealer's failure to set up automated DMS-to-lender integrations that most modern lenders now support.

Authenticom/DealerVault experienced a security breach on October 31st where an attacker attempted to access customer data but allegedly failed; the intruder then shifted to sabotage mode, disabling their email, phones, and chat systems for several days before service was restored. The original poster plans to have Authenticom detail their experience on a future community event to help dealers prepare for similar incidents. Skepticism emerged in replies, with community members doubting the claim that no data was actually compromised.

A dealer inquires about Dealertrack DMS for a new dealership, prompting mixed reviews from users. While one respondent praised its ease of use and reporting for basic functions, multiple others criticized its limited capabilities compared to competitors (ADP, Reynolds), poor customer service with long hold times, and serious F&I functionality issues affecting tax calculations and financial documents. The consensus suggests Dealertrack works only if your dealership has in-house IT expertise to solve problems independently and doesn't require advanced features or strong vendor support.

A dealer discovered that defunct vendors retained access to their DMS after contracts ended, including TrueCar accessing their data years after cancellation—a situation they traced back to never formally revoking vendor permissions. The discussion reveals this is a widespread industry problem stemming from poor offboarding procedures, with experts emphasizing that dealerships should conduct regular audits of vendor access across their DMS and inventory management systems, while also holding vendors accountable for canceling their own data feeds to save money.

A dealer evaluates whether to switch from Dealertrack's payroll system to a third-party provider like Netchex after Dealertrack phases out its payroll application. The discussion reveals that while standalone payroll services (QuickBooks, Paychex, Gusto) exist, they require manual GL posting and don't integrate seamlessly with DMS systems, making them impractical for dealers with complex labor structures (mixed hourly/flat-rate technicians, WIP scheduling, frequent discounting). The consensus is that dealers with complicated payroll needs should stick with integrated solutions like Netchex rather than switching to independent providers.