Basic Communication Page Use

The DealTrak system has the ability to send a communication to an external subject via and email, or an SMS message.

The system currently only allows you to send communications, although functionality for 2-way communication is currently in development.

Within DealTrak, you can create and manage templates for communications, for both marketing and service reasons. To assist with this, each proposal within DealTrak has 4 check boxes in respect to GDPR marketing preferences (Email, SMS, Fax and Letter). If the relevant option hasn’t been checked, you cannot send a marketing communication to a particular customer. The DealTrak system keeps an auditable trail for you showing when these permissions are changed, and which user changed them.

The two main methods of communication are by using the individual proposal’s communication page or by the bulk communication method from a built queue.

Both methods allow you to either compose a communication on an ad hoc basis, or utilise a pre-built template created by the users. Creating either of these uses the same format. You can type a message, and also insert specific tags (which relate to individual pieces of information from within the proposal such as finance details or vehicle information). Using tags and templates enables you to have a standard format communication, which pulls the necessary information from the relevant proposal.

To create a singular communication, from the communication page:

1. Firstly, you must select the reason for the communication. This will either be marketing or service. If you select marketing, and the relevant permission box is unchecked, the system will not allow you to send that communication.

2. Select a method of communication. This can be either email, SMS, letter (the system will create a PDF you can print off) or Fax (which requires you to have a separate setup with an efax provided).

3. Set the communication target. This can be the customer, dealer, introducer or finance company. If you select one of these options, and there is an email address/mobile number available within that section, the system will allow you to select which of these you want to use rather than having to type in the contact details.

4. In the case of email, you can specify CC contacts also. You can add multiple addresses in this field separated by a comma. There is also a check box, which allows the user to BCC themselves on to the email.

5. You can then select where the communication is to come from. For emails, this is either the address attached to the logged in user, or one selected from a list curated in the branch control section. For SMS, this is one of the SMS headers created and controlled within the branch control section.

6. You can then create your message. You can fully free type this, or use the tags to assist.

All communications sent, are logged and are visible on the communications page for a proposal. It shows you who sent what communication and where, along with the content and any attachments.

Any marketing emails or SMS sent from the DealTrak system automatically have an unsubscribe point added. If a customer uses these, it updates the permissions in the DealTrak system on that particular customers proposal.

If you use it to send an SMS message, there is a 160 character limit. If you go over this limit, it sends as multiple messages.

There is also the option to directly enter HTML code to create emails. This allows you to create more personalised emails, for example, this is a good function to utilise for marketing campaigns.