Automated Privacy Disclaimer Email
Privacy is becoming more and more of a hot point in the automotive dealer space so it's important that you inform your customers of your Privacy Policy. AutoPlayAuto.com has a built in function to display the Privacy Policy when manually loading a new lead, and this can be set as compulsory in Settings>My Company>Mandatory Fields. However in AutoPlayAuto.com we have incorporated a new function that will automatically trigger a privacy email or SMS whenever a new lead is loaded or captured to AutoPlayAuto.com. The aim of this email is to share a link to your full privacy policy on your website. The intent is to ensure that you always know that the privacy policy has been shared with every customer no matter what your sales team do or do not do.
- Will trigger when any lead is manually entered, captured from an email or submitted via an API (AutoPlay or other).
- Will not trigger when leads are imported in bulk via the 'Import Leads' function from the Dashboard
- Is triggered to send immediately upon lead creation and will trigger for each new lead loaded under that customer record
- Will not trigger more than once on a lead unless manually prompted
- Triggered regardless of whether the Privacy Policy or Opted In/Out options are specified
- Will trigger only on new leads created after role set up
The functionality will NOT be turned on by default. To activate the Privacy Disclaimer Email several steps must be taken.
1. Set up the 'Privacy Disclaimer' Role. This role is a Dealer level role. Enables the following;
- Privacy Disclaimer section on Company Details screen.
- Privacy Disclaimer section on Yard Details screen (will take precedence over the settings in the Company Details screen).
- Privacy Disclaimer Email Type on Standard Response screen.
2. Set up the functionality within the Company/Yard screen;
- Privacy Disclaimer Delivery Method - choose from either Email, SMS, Email Then SMS, SMS Then Email
- Privacy Disclaimer URL - enter an external webpage URL that can be utilised in your Privacy Disclaimer email
- SMS Send Schedule - As SMS is more intrusive you can set blackout periods for when you do not want to send an SMS. An SMS will queue until the blackout period has ended.
If you select Email it will attempt to send an email privacy disclaimer only. The customers Email field must be populated - if it is not it will trigger as soon as this field is populated (provided it has not already been sent)
If you select SMS it will attempt to send an SMS privacy disclaimer only. The customers Mobile field must be populated - if it is not it will trigger as soon as this field is populated (provided it has not already been sent and is not during the SMS blackout period)
If you select Email Then SMS it will first attempt to send an Email privacy disclaimer. If the Email Address is not populated then it will attempt to send an SMS.
If you select SMS Then Email it will first attempt to send an SMS privacy disclaimer. If the Mobile is not populated then it will attempt to send a Email.
3. The final step is to create a Standard Response via Settings>Email Settings>Standard Responses.
- Select the Type=Privacy Disclaimer
- Select a Email Template, give your response a title, Subject Line
- Enter a Message to appear in your Privacy Disclaimer email. You can type in a URL or type in '@[PRIVACY_DISCLAIMER_URL] to pull from the Company/Yard fields
- If you are sending an SMS instead you will still need to set up the Message field and choose an email template. The SMS sent will link to your email template, which should then link to the online Privacy Policy URL.
- You can set up your Privacy Disclaimer for one, multiple or all Yards. You also have the ability to set up Privacy Disclaimers by Make if you require a different response for each Make. If you are a multi franchise dealer and your brand wants to enforce this Privacy Disclaimer it can be set up for that brand only via the 'Make' field - ensuring only leads qualified to that Make will receive the Privacy email. If a lead is added with no listing it will not trigger the email/sms until you manually retrigger this after adding a listing.
Once triggered the Privacy Disclaimer Email or SMS will show in the Communications section of the View Lead Screen. In addition it will display under the Communications section on the customer record screen. If it has not been sent successfully you will see a warning icon here. To manually resend the Email/SMS open the record and click on the 'RE-SEND' button located at the bottom right of the screen.
There are some scenarios where the Email or SMS will not trigger depending on set up. See attached file.
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