AutoPlay Rewards Onboarding Process

AutoPlay Rewards Onboarding Process

The following instructions are applicable to AutoPlay employees only.

AutoPlay Rewards is a joint Marque Group venture between AutoPlay and Smart Loyalty to help dealerships and groups incentivise their sales team and influence certain activities in AutoPlay (eg, completing Test Drives or minimizing the amount of leads sitting at Awaiting Action).

To onboard a new AutoPlay Rewards Dealership or Group there are several steps;

1.  Set Up A Dealer Group (not required for individual dealers using the AutoPlay Rewards platform)

AutoPlay Rewards can be used by dealerships, dealer groups or OEM's. 
  1. If you are setting up an individual dealership (a single AutoPlay account) then skip step 1
  2. If you are setting up multiple dealers, a Dealer Group or an OEM network then you must first create a Dealer Group
To create a Dealer Group go to ADMIN>CLIENT ADMIN>DEALER GROUPS and click on + to create a new Dealer Group.
Set up a group as per normal process
- Give your Dealer Group a clear name that everyone will understand
- Select the parent account.  For example in the screenshot below 'AutoPlay' would be the account which has the AutoPlay Rewards set up
- Select the  TYPE as  REWARDS GROUP
- If appropriate add a Make.  You can restrict points earning by Make on the Rewards set up screen so it is not compulsory here
- Write a description of what the group is used for and why it was set up.  These notes will only be seen by AutoPlay internal staff
- Add the Dealers you wish to include in your AutoPlay Rewards group.  The dealers you add here will be the only dealers eligible to earn points in the AutoPlay Rewards program
- Save your new group




2.  Create An AutoPlay Rewards Program

To create an AutoPlay Rewards program go to the client you wish to set the program up for and navigate to SALES PIPELINE>AUTOPLAY REWARDS as an AP1 user.  This is visible in all Sales Pipeline accounts as a AP1 user - no role management setting is required at this stage.  Here you will see a list of all the rewards programs the client belongs to via AutoPlay.  Click on the + button to create a new AutoPlay Rewards program.

  1. Select the Client if you are setting this up for a single dealership.  If the Client you are in is the parent in a AutoPlay Rewards group you will see the 'Group' option here
  2. Give your Rewards Group a Name - make sure to clearly label this as it is what will appear on the users AutoPlay Rewards page and for multi franchise dealers the user may belong to multiple rewards programs
  3. Tick Active to make sure the users in the rewards program earns points
  4. Depending on the set up requirements it may be appropriate to limit the earning of points to New, Demo or Used leads (for example an OEM may only incentivise New vehicle leads).  Ticking New will ensure that only leads that have a lead on a new vehicle will earn points



If you only want certain leads to qualify to earn points you can set up specific  MAKES, MODELS and  YARDS.  When set up only the leads where the primary listing matches the specified Make, Model or Yard will qualify to earn rewards points.  You can add as many combinations as you like via the green 'ADD' button.



Once you have saved your rewards program you need to add your Points Accrual logic.  AutoPlay will have a pool of standardised KPI's available for dealers and groups to use in AutoPlay Rewards.  If a dealer/OEM requires custom KPI's these will need to be outlined in a development request (charges apply per customised KPI required).  The KPI's available at launch include;
  1. Test Drives - e.g A sales person could earn x points per test-drive [points accumulate as vehicles are marked against this kpi as the month progresses] 
  2. Sales - e.g. A sales person could earn X points per lead marked as sold [points accumulate as vehicles are marked against this kpi as the month progresses] 
  3. Awaiting Action  - e.g A sales person could earn X points if there are less than x leads awaiting action at the end of the month, x points if less than x leads awaiting action.
  4. Overdue & Stalled (coming soon) - e.g A sales person could earn x points if there are less than x leads overdue/stalled at the end of the month [yes/no logic applied at end of month – if yes the block of points the DP has nominated is issued to the sales person], and x if less than x overdue/stalled leads
  5. Email Response Time (coming soon) - e.g A sales person could earn X points if the average response time to a email lead is less than 30 minutes at the end of the month, or x points if average response time less than 60 minutes


To add points to a KPI click on the green 'ADD' button.  From there you need to complete the following fields; (all KPIS are scored to individual users)
  1. Target - enter the amount of actions required to earn points. 
    1. This will differ based on the KPI, and the type of target.  It may be a simple 1 Test Drive = 100 points, or it may be a phased target where Test Drives 1-5 earn 100 points and Test Drives 6-10 earn 200 points. 
    2. We can also set "stretch" targets where the user would get a bonus amount of points upon reaching a certain level of achievement.  Click HERE to read more about how targets are calculated.
    3. The type of target and logic used is set at the KPI level.  Test Drive and Sales targets will be numerical, Awaiting Action and Overdue will use > X targets and Response Time will be < time targets
  2. Points - enter the amount of points that would be earned by achieving the target
  3. Max Points - if you don't want your users to continue earning points after a certain threshold you can set this here to control costs
  4. Min Leads - where logical certain KPI's will allow a minimum number of leads in order to qualify.  For example it is very easy to achieve 0 leads at Awaiting Action if you load just one lead all month.



With certain KPI's it is possible to set  MULTIPLIERS to earn points at a higher rate.  To set up a multiplier just click on the flame icon and set a Date From and a Date To to determine the period the multiplier will apply.  You can then set the rate at which they will earn points from several pre-determined options.  For the duration of the period if they achieve the KPI they will earn double/triple etc points.  This feature can be used to further incentivise activity when required.

3.  Complete the spreadsheet attached and send to Smart Loyalty

Once provisioned in AutoPlay the salesperson must be provisioned with the loyalty provider (Smart Loyalty).  To do so complete the attached spreadsheet with all the user details.  Smart Loyalty will then set these users up in Smart Loyalty with the AutoPlay User ID becoming that users unique identification within Smart Loyalty.  The spreadsheet should be emailed to info@smartloyalty.co.nz

4.  Set up the Users with Role Management

Once Smart Loyalty confirm that the Users have been provisioned in their system the final step is to activate the rewards functionality for each user.  To do this you need to go into each individual dealer account who is participating in the rewards program and add them to a AutoPlay Rewards role.  

The role is User and Yard based.  Any User added to the AutoPlay Rewards role will be able to see the AutoPlay Rewards functionality and will start earning points immediately.  If you tick a User as 'Manager' they will have access to the AutoPlay Rewards Admin screen and be able to edit the points earned and multipliers.  This should only be done for users that have this authority.

The role is also Yard based.  Only leads within the Yards selected in the role will attribute rewards points.




5.  Check Set Up

Once all set up is complete the user will be able to see AutoPlay Rewards and their points balance in the profile menu as pictured below.



Clicking on the AutoPlay Rewards section will take them to the AutoPlay Rewards screen where they can;
  1. View their current points balance
  2. View featured rewards, their wishlist and a feed of the latest redemptions
  3. View their Pending Points - points are rolled up and sent to Smart Loyalty on the 1st of each month for the previous calendar month.  Pending Points cannot yet be spent until converted to real points by Smart Loyalty (this occurs 1-5 days after the start of each month).  Pending Points will dissapear as soon as they are exported to Smart Loyalty in the "spend report"
  4. If the user belongs to multiple AutoPlay Rewards programs these will show as tabs in the 'How To Earn AutoPlay Rewards' section (shown as "Group 1.4", "AR 1.4" etc below)
  5. The KPI's that are relevent for the selected rewards program will show here with a brief description of the KPI and how points are attributed.
  6. Clicking on View Details will allow the user to see the actions that they have completed in AutoPlayAuto.com and how these actions have contributed to their Pending Points balance for the month.  This audit resets every calendar month but a history will be available via the reconciliation report (COMING SOON)


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