Appointment Prep


Appointment Prep

The “Appointment Prep” tool will highly benefit an Appointment Coordinators day to day work. The positive impact this will add to a Dealerships BDC productivity is crucial. Specifically those who book a great amount of recall and special order part appointments, and of course during tire season. It is important that these types of appointments are communicated to the correct people, and in an efficient timely manner to ensure any "prep work" gets completed on time.

Thanks to this feature, with the click of a few buttons an Appointment Coordinator can quickly achieve this, and on top of that, it's all tracked directly inside DealerMine.

Here's how it works.

Appointment Prep



In the "Book appt" window, click on the "Send Notification" Checkbox.

After you click "Book Appt" the "Send Notification" window will appear.

  • Select the Category that fits from the drop down.

  • The subject line displayed in the image is the default, but can be changed.

  • Both the DMS and DealerMine customer numbers display.

  • Each line on the appointment, and the description will display under "Appointment Lines". The notes you put on the general appointment will display at the bottom.

  • The transportation displays under the notes.

  • Choose a user to send the email to, you can select more than one users at a time. Click "Save".

If a user needs to send the notification after the appointment is already booked, simply search the customer, click on "Open Appt" in the bottom left hand corner, then click on "Send notification". The window above will appear.

  • A user will receive an email when a notification is sent to them, and the task will be stored in the "Appt Prep" tab in DealerMine.

  • Choose filters on the side - Search field will not override filters chosen. Make sure to choose the correct Store/Branch, date range, etc.

  • Once task is completed User will click "Mark as completed". You can then filter by "Completed" or "Not Completed".

  • If the appointment has a work in progress, a WIP will display in red under the "vehicle" section.

  • When you click on the Envelope in the "Notification" section a window will display with the email that was sent.

All email notifications sent will be tracked in the "Email History" tab on the customers profile.

Categories for the Appt Prep can be Edited or Add New categories. From the Appt Prep tab simply click on Edit Categories, the user will be presented with an “Appt Prep Categories” popup, here a new category can be added by clicking the Add New button. To edit click on the category name and then the user can edit the name and also setup a default subject line per category.


  • To give a user access to Appointment Prep, go to "User Setup" > Select User > click "User Access" > Check "Appt Prep"

  • "Accept Notification" will give the user access to the "Appt Prep" tab, and their username will show in "Send Notification" window to receive emails.

  • "Push Notification" will give the user access to send notifications but will not see the "Appt Prep" tab.

  • The user must be set up to email in DealerMine in order to send or receive notifications.

SPORD Prep

To bridge the gap between ACs and the Parts department that handles the SPORDs at the dealerships, users with access can now send notifications on SPORDs. There are times when customers are called on a part but they have already had the work done, this situation would be the time when a SPORD notification would be sent.

When a “SPORD” indicator is opened from the customer’s Profile a “Send Notification” button will display in the upper right corner of the popup. When clicked it will open the “Send Notification” popup and display the customer name, customer number, Store/Branch name, SPORD number, advisor name and the part information. At the bottom of the popup users will select who will receive the notification.

Once the notification is sent the user selected will get a notification and the information will also display on the Appt Prep tab under SPORDs.



How to get access to receive notifications?

Go to the Admin Screen - User Setup- User Access - Appt Prep - Accept Spord Notifications.

Users must have a valid email address setup to receive notifications.