How To Create An Assistance Request Form As A Dealership

How To Create An Assistance Request Form As A Dealership

Assistance Request Forms can be completed on selected Makes when AutoPlay work with the brand at head office level.  Assistance Request Forms are used for dealerships to request help with a deal in order to meet the competition.


The Assistance Request Form can be created from the View Lead screen when on a lead where the primary Listing is eligible.  For multi franchise dealerships this means that users will be unable to create an Assistance Request Form on a Make that is not supported.

To create an Assistance Request Form, the Make needs to be eligible (i.e AutoPlay must also work with the brand at head office level).  You can create an Assistance Request Form from the + menu by clicking on the 'Assistance Request' option, or click on the 'ADD' button within the 'Assistance Request' section.

In addition you will only see the Assistance Request Form if you have been set up with the Assistance Request Role.  To find out more about the Assistance Request Role click HERE.




The fields available on the Assistance Request Form screen differ depending on the brand.  In addition each brand may have different requirements for mandatory fields - these will be marked with an *.  Assistance Request Forms are generally made up of several sections.  

1.  Customer
The Customer details will automatically be pulled through from the Lead, including the Customer Name and Company Name.  Although the visible fields differ from brand to brand there will generally be a field to classify the Assistance Request as Business/Private, along with a field to add 'Fleet Size'.

Most brands will also have a 'Reason For Claim' field which is mandatory.  The reasons in this drop down will differ from brand to brand but generally will include Demonstrator, Pre-Registration and Service Loan options among others.  If you select one of Demonstrator, Pre-Registration and Service Loan you can create an Assistance Request Form from the 'Assistance Requests' screen without having to create a Lead.  All other types of Assistance Request must be generated from a lead.



2.  Proof Of Status
Many brands will require 'Proof Of Status' to be uploaded to prove the Customers 'Purchaser Type'.  You can upload a jpg, png or pdf.  If your device has a camera you can take a photo of your customers 'Proof Of Status' directly from AutoPlayAuto.com.



3.  Other
As with other sections on the Assistance Request Form the fields in the 'Other' section may differ from brand to brand, but will generally include some combination of VIN (which will be pulled direct from the Listing if available), Registration Date and Delivery Date.



4.  Request
The 'Request' section contains all the details of what assistance the dealership is requesting from the brand.  There is generally 'Claim %' and 'Claim $' fields that auto-calculate as well as a 'Notes' field to explain the reason Assistance is being requested.



5.  Terms & Conditions
All Assistance Requests have a set of Terms & Conditions that can be signed by the dealership.  To sign T&C's you can click on the 'VIEW & SIGN' button in the 'Terms & Conditions' section.  This can also be accessed from the icon in the grey action menu as pictured.



6.  Brand Approve / Decline
The 'Brand Approve/Decline' section is not editable by dealership users.  Brands that have Assistance Requests set up can specify values in the 'Claim Approved %' and 'Claim Approved $' fields.  The Brand users can also change the 'Status' from 'Pending' to 'Approved' or 'Declined', as well 'Status Notes' about why the Assistance Request was approved or declined.




7.  Submitting An Assistance Request
Once you hit 'SAVE' an email will be sent to the brand notifying them of a new Assistance Request to approve/decline.  Once the request has been submitted, dealerships can no longer edit anything on the Assistance Request Form.  You can re-submit the form at any time using the 'RE-SUBMIT' button, but if you need to amend anything in your request you will need to create a brand new Assistance Request Form.





8.  Managing Your Assistance Requests
Any Assistance Request Form created will be available to view in the 'Assistance Requests' screen.  If you are not a manager in the Assistance Request Role you will only be able to view your own Assistance Requests.  If you are a manager in the Assistance Role you will be able to see all Assistance Requests created within the dealership.





You can search for Assistance Request using the keyword search, or by using the 'Make', 'Salesperson', 'Date Range' or 'Status' (Pending, Conditional, Approved, Declined).

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