Set-up begins once the order is received or the dealer’s website goes live. We need to send the “Welcome Email” within 24 hours.

Orders are assigned as follows:

• Dealer Spike and IRV orders are generated within Salesforce and added to the team queue.

• DealerCarSearch maintains their own account orders and set-up for now.

TABLE OF CONTENTS:

ACCOUNT ACTIVATION CHECKLIST - ALL CLIENTS

Initial Set-Up

Send a Welcome Email to the Dealer

This email needs to go out no later than 24 hours after the order has been received. Please update the email to match the dealer's package level and customize it to the dealership’s needs.

If you’re having any trouble finding the dealer’s email address, reach out to their account manager.

Hi [DealerName]!

My name is [YourName], and I'll be setting up your Automated Email Marketing service. Please feel free to reach out with any questions or concerns during your set-up! To get you started, we'll need a couple of things from you and your team.  

These are: 

• Your Complete Email List - this list includes emails from your DMS provider, or any other platform you may use to capture your email addresses (This file needs to include First Name, Last Name, and Email Addresses. Don't worry if you have incomplete entries, as these will be filtered automatically by our system.)

• From Name - This is the name customers will see when they receive an automated email from you. We generally recommend using the business name.

• From Email Address - This is the email address the emails will be going out from. We suggest using an email address that is monitored. Additionally, this email address should be a business email that resides on your domain. If you don't have an email address that meets these criteria, we'll be using one of our secure sending domains.

• DMS Information - This includes the name of your DMS provider and your dealership's DMS number. This is needed so we can receive a customer email list from your DMS system and will automatically update whenever you make any changes. (Please note that this can only be done if your DMS provider is Lightspeed, Lizzy/Nizex, Talon, Motility, or Everlogic).

We will also be adding a website tracking script to your website to enable service functionality. We will also be requesting the addition of DNS records to improve deliverability if you choose to use your own sending domain.

Thank you very much for your time and attention to this. Have a great rest of your day!

Ensure that all communications with the dealer are tracked to Salesforce.

Request Custom & Featured Inventory Email Headers for Dealer

For DS/ARI, create a new case in Salesforce requesting custom header images for the dealer. Please add any details that might be important to the graphics team (eg. Include the information for all locations in the header image).

Request:

• Standard header for all email types

• Co-op Header (up to 2 max) - one for each brand - MUST include brand logo in a white ‘negative space’ box

• Retargeting Header (optional) - Request ONLY if dealer asks for a custom/different header for this email type.

• Featured Inventory Header (optional) - Request ONLY if dealer asks for a custom/different header for this email type.

For IRV/L5, once the account is made active in Admin CP - email Clint & Corbin to initiate creatives. These header images will be the dealer’s logo on a white background.

Verify if Dealer Exists in Admin CP or Add New Business Listing

In Admin CP search for the Dealer by typing in the Dealer's name (or combination of keywords). If the dealer isn't found, add a new dealer business listing.

On the left side of the Admin CP, scroll down to the Businesses section and click Add Business. Create a Dealer and enter the Dealer's name, address, and Web URL in the appropriate sections and save.

Open

Verify if the dealer exists by searching for them in this search box.

Open

If the dealer account does not exist, create a new Dealer account.

Dealer Account Set-Up

Once the account is verified to exist/a new account has been created, you can move on to the account set-up. Most of these are done on Admin CP: https://admin.localwebdominator.com/

Admin Control Panel > Dealership > Basic Info:

1. Set Status to Active  

2. Select Automated Email Marketing (AEM) Package level

   1. Ensure that you're updating the "Automated Email Marketing" selection. The "Package" selection should remain as None.

3. Add Salesforce GUID to LV CRM GUID (For ARI & DS Clients Only)

   1. In Salesforce type the account name in the search bar at the top middle of the page. Click on the Account. The Salesforce ID will be in the URL between the words Account and View.

4. Set Website to Active

5. Mark Dealer as CLAIMED

Website Script Settings

1. Set Website Tracking Script to Active

2. Set VDP Email Remarketing to Active

Third Party Website Settings

1. Select the applicable website platform from Third Party Website drop down

2. Add Website Feed URL/Endpoint

   1. DS - No endpoint needed - pulls from dealership homepage URL

   2. ARI - No endpoint needed - pulls from dealership homepage URL

   3. Room58 - No endpoint needed - pulls from dealership homepage URL

   4. Dealer Inspire - A file name is needed, not a URL

   5. DX1 - Requires a paid package for DX1 to enable feed

   6. IRV (Ignite Platform) - Endpoint URL generated in IRV’s iCC dashboard

      1. Selecting IRV will expand additional settings:

         1. Enable AEM Export - YES

         2. Ignite Platform Account ID - Can be found in the Endpoint URL

         3. Enable Events - YES

         4. Enable Web Tracking - YES

   7. Powersports Technologies - No endpoint needed - pulls from dealership homepage URL

   8. L5 (Ignite Platform)- Endpoint URL generated in IRV’s iCC dashboard

   9. Dealer Car Search - Requires Endpoint URL

   10. V12 Software (Frazer Brand) - Enter the filename that v12 sends into the field, not a URL

   11. AutoCorner (Frazer Brand) - The AutoCorner Dealer ID (provided by dealer or AutoCorner) will need to be added in the Endpoint field, not a URL

       1. To Enable this feed for a new dealer, email: feeds@autocorner.com
          
          EMAIL TEMPLATE: Please add the inventory feed for [Dealer Name], Dealer ID [AutoCorner Dealer ID],  to the daily file being sent to our ftp site (ftp.localwebdominator.com). 

          Once this dealer has been added to the file, please reply to this email so that we can confirm receipt on our end.
          
          

   12. VinSolutions - Enter the Vin Solutions Endpoint URL into the field.
       
       The content above is for setting up Arinet functions with other systems, such as Room58, Dealer Inspire, DX1, IRV (Ignite Platform), Powersports Technologies, L5 (Ignite Platform), Dealer Car Search, V12 Software
       
       

3. AEM Branding Override - Applies to Level5 Only at this time. Select Level5 for all L5 dealers.

   1. Coming Soon - Will apply to Frazer Brand in the future.

4. Set Import 3rd Party Inventory to Yes

1. Confirm Dealership Name is Accurate

2. Add/Verify Dealership Home Page website URL

   1. Ensure that the URL used is the secure version of the website (https:// NOT http://)

3. Add the following URLs from the dealership’s website

   1. Service URL - this is the service department landing page

   2. New URL - this is the inventory page that features only new units

   3. PO (Pre-Owned) URL - this is the inventory page that features only pre-owned/used units

   4. Privacy Policy URL - this can be found at the bottom of every website

4. Add Dealer's Contact Email

   1. This will be the From Email address that the dealer provides

   2. This field cannot stay blank - it will return an error when trying to set-up the dummy website

5. Select Dealer’s Industry (more than one if applicable) from the drop-down menu

   1. If the dealer’s industry is not in this drop-down, select “Other”

6. AEM Rep - Select for ARI/DS/IRV accounts only

7. Add/Verify Address

   1. If the dealer has multiple locations, a single location will need to be selected as we don’t support adding multiple addresses in the footer at the moment.

8. Add/Verify Time Zone and Phone Number(s)

   1. Again, we can only support a single time zone and one main phone number per account.

9. Add phone number to Review Invitation Phone (for email signatures)

1. Set up contacts to get Automated Monthly Reports in NINJACAT  

   1. Log Into NinjaCat and search for dealer’s account (if the dealer doesn’t exist in Ninjacat, you’ll need to ADD ACCOUNT first).

   2. Once the account has been found/created, you can begin to create the automated monthly reports.

      1. Add Report in the “Reports” section of the account by clicking on the + icon on the right hand site

      2. TEMPLATE:

      3.  

      4.  

      5. In TEMPLATE section, click drop down, search for AEM and select the applicable AEM Co-op brand.

      6. SCHEDULE - Monthly, on the 8th

      7. FILE: {ACCOUNT_NAME} AEM Co-op Report - [BRAND] ({REPORT_DATE_RANGE})

         1. Example: {ACCOUNT_NAME} AEM Co-op Report - Honda ({REPORT_DATE_RANGE})

      8. EMAIL - Automatic, Multiple Recipients. Add dealer’s email address(es)
         MUST INCLUDE the Salesforce Email in all reports: ninjacatreports@leadventure.com

      9. EMAIL SUBJECT: {ACCOUNT_NAME} AEM Co-op Report - [BRAND] ({REPORT_DATE_RANGE})

         1. Example: {ACCOUNT_NAME} AEM Co-op Report - Honda ({REPORT_DATE_RANGE})

      10. EXAMPLE REPORT: For any questions, view the reports in the account for “Tia’s Test Site” in NinjaCat to verify that you have the correct information.

   3. If requested to send leads to the dealer’s CRM (This may be on the Order Form or come directly from the dealer) - add an email address for CRM and select the following checkboxes:

      1. CRM/ADF

      2. Website Tracking Daily Summary

2. Send Website Tracking Script to the website provider. 

   1. Depending on the brand, the process will be different

      1. DS - Submit Salesforce Case

      2. ARI - Submit Salesforce Case

      3. IRV - Send tracking script as an attached file to support@interactrv.com.

   2. This can be found at the bottom of the Basic Info Page

How to Submit Support Case to Add Tracking Script in Salesforce

• Search for Account in Salesforce

• Open a New Support Case in the Dealer Account

• Fill Out Support Case:

  • Platform Instance - This would be the dealer's active website

  • Queue

    • Dealer Spike - DS Support

    • ARI - ARI Updates

  • Product

    • Dealer Spike - DS Website

    • ARI - All Updates

  • Subcategory

    • Dealer Spike - Other

  • Tick off Internal

  • Origin - Internal

  • Priority - Defaults to Medium

  • Type - Setup

  • Subject - Please Add Tracking Script

  • Description - Add the below template

Hello,

Please add the following website tracking script to all pages of the dealer’s website.

• Script:

• Website:

Kindly let me know when the script has been added or if you require any additional information.

Thank you!

• Dealer Spike clients send an additional email to support for UNIT ALERTS
  (NOTE: The “dealer guid” is JUST the numbers inside the script, not the entire script. I.e. 21f2a6c2621146e3b15609e543f7bde5):
  
  Please Update the config.asp file for [Dealer Name] to enable the AEM Unit Alerts: Price Drop/Inventory updates by adding it to the config variable. [Dealership Homepage URL]

  1. CONFIG_PSM_GUID = "[dealer guid]" Turn on the feature

   
  The process is documented here in case there are questions: https://arinet.atlassian.net/wiki/spaces/PRD/pages/4049272895/Price+Drop+Inventory+Alerts#Feature-Setup-Guide

   Please let us know once this has been completed.
  
  

  1. ARI clients send the attached instruction document to updates@arinet.com

      
     Please Update [Dealership Homepage URL] to enable the AEM Unit Alerts: Price Drop/Inventory updates by following these steps:

     1. Add the Price Drop - Inventory Alert component to the dealer account

     2. Add the PSM (AEM) GUID to the DDMC

     3. Add the Price Drop - Inventory Alert component to the site layout for the relevant pages.

1. Request List of Email Addresses from: Website Provider (Form Submissions) and Dealer (CRM, DMS, anywhere they have collected emails)  

Admin Control Panel > DEALERSHIP Tab> EXTERNAL INFO:

DMS Integration (OPTIONAL) - If dealer would like DMS integration, below are the steps to configure that by provider.

1. Lightspeed - UPDATED 3/23/23: NEW API PROCESS MOVED UNDER SET-UP TAB

2. Talon 

   • Input PSM Dealer/Key ID into the DMS Dealer ID field 

   • Send Instructions to the dealer for installing & Configuring the Talon Connector 

3. DX1 

   • Dealer or DX1 support will create a customer report to send to: DX1Customers@reviewinvitations.com.

   • The report must include the dealership name in a column of the report.  The name will need to be entered using the exact same characters into the DX1 Dealer ID field. 

4. Lizzy/Nizex 

   • Send Instructions below to the dealer & ask them to send back the API Key that is generated within Lizzy/Nized.

   • Populate that field with the API Key they send

   • INSTRUCTIONS FOR DEALER:

     • https://www.youtube.com/watch?v=zJbWNx4_rI4

     • Login to Lizzy

     • Click on ‘Allow Access’

     • Click the Generate API Key button and input this key into the Nizex/Lizzy ID field in the LV Reputation Management Authorizations interface

     • Enter in this IP address into Lizzy - 52.188.205.23:3389

     • Check all the checkboxes below the IP Address field

5. Motility 

   • Request the following data from the dealer and input it into the Motility fields 

     • Motility Integration Id  

     • Motility Account Id  

     • Motility Username 

     • Motility Password  

6. DealerVu 

   • Check the ENABLE box for Dealer Vue Customer Integration.  

   • Send an email to support@dealervu.com. Include PSM Dealer ID and ask them to send daily Customer file to ftp site. 

• Everlogic

  • Email the Everlogic Support Team

    support@everlogic.com (maybe copy Ricardo as well on the first few requests - he was part of the set up of this process: ricardo@everlogic.com)

  • Ask them to send a customer file daily for [Dealership name] to our FTP site:

    Host: ftp.localwebdominator.com

    Username: Everlogic

    Password: Ftp@2021!

    • Sample email: 

      Good afternoon, 

      We would like to set up customer data integration for a mutual client, [DEALERSHIP], for their Automated Email Marketing program. The dealer is on copy for approval. 

      We're requesting a daily customer file for [DEALERSHIP + City & State) be sent to our FTP site:  

      Host: ftp.localwebdominator.com 

      Username: Everlogic 

      Password: Ftp@2021!  

      Please include the following fields in the customer file: First & Last name, complete address, phone, email, and Unit Purchase date, model & year. 

      Once this has been initiated, respond to this email with the dealer's ID that is included in the customer file. 

      Thanks!

  • Ask them to reply to your email once they have initiated that customer file to send daily and to provide us with the Dealer ID that is included in the customer file.

  • Copy/Paste that Dealer ID into the Everlogic Integration set up screen in the Website Back Office (I know – sorry about the placement of this one)

  • Back Office > ADMIN Tab > Current Website > Subscription Integration Settings: https://apps.localwebdominator.com/Admin/Home/SubscriptionIntegrationSettings

Social Media - Add links for the dealer’s social media platforms (as applicable):

1. Facebook

2. Twitter

3. Instagram

4. YouTube

LeadVenture Suite # / Site ID

Use the Website Dashboard for all LV Suite #s/Site ID https://app.powerbi.com/groups/me/reports/95d3d3b9-8d46-4b7d-8906-c633a40b1d6c/ReportSection8811a867a16e281ab8b2?ctid=515fce4f-ec7a-46f5-be34-13c81256a7d0

1. Open up the Website Dashboard

2. Under the Website List, click ‘Details’ arrow:
   
   

Please note: If unable to access you will need to request access through the page 

Optional: Use the platform slicer at the top to shrink the website list down to the platform you’re looking for (Slicer=tabs at the top)

3. Expand the filter on the right

4. Highlight somewhere in the table to bring up the filters for the columns in the table:

5. Select ‘Website Name’ or main url filters to find the customer:

6. Enter name of dealer & check the corresponding box:

7. Right Click & copy the Site ID from the Site ID column:

8. Paste into the LV Suite# box in the Admin Control Panel at the bottom of the ‘External Info’ screen & click ‘Save’:

Admin Control Panel > DEALERSHIP Tab> MANUFACTURERS:

Add all brands that dealer carries under Manufacturers. These are located on the dealer's website.  

Admin Control Panel > DEALERSHIP Tab> WEBSITES:

1. Create Dummy Website for 3rd Party Inventory feed

   1. Click ADD NEW SITE -

   2. NOTE: DO NOT ADD A NEW SITE IF A “MAINWEBSITE” Type Already Exists. There can only be ONE “MainWebsite” Type per account. If “MainWebsite” Type already exists, SKIP THIS SECTION and Move to the next part of Set-Up.

2. Site Name: Dealer’s Name

3. Description: 3rd party feed site

4. Type: MainWebsite

5. Domain Name: Dealers' URL with NO http, https, www or spaces. Just the root domain (dealershipurl.com)

6. Email Alias: DealershipNameInventory w/ no spaces. (I.e.: anglerschoicemarineinventory)

7. Theme: Leave on Default

8. Click ACTIVE box

9. Click UPDATE

Admin Control Panel > SETUP Tab> BUTTON SETUP:

1. Confirm the correct buttons are showing for dealer dashboard:

   1. Firestorm

   2. Website Tracking

   3. Contacts

   4. Employees

   5. Business Information

   6. Reports 

Admin Control Panel > SETUP Tab> FIRESTORM SETUP:

1. Add Dealer’s Custom Email Header

   1. Request email headers in Salesforce from Graphics Department

2. Update Firestorm FROM NAME (this will be the preview customer’s see when the email arrives in their inbox)

3. Update the Firestorm FROM EMAIL

   1. NOTE: The domain in the FROM email address will be replaced with the VERIFIED DOMAIN if it is different than the Verified domain EXCEPT:

      • Always used as the REPLY TO email address

      • Always used when "USE CUSTOM DOMAIN" box is checked

      • When no verified domain is set up in account

      • When verified domain still in warm up process
        
        (Ie. From email field contains aem@psmmarketing.com, but verified domain is @powersportsmarketing.com. During the sending process, the From email address will be replaced with aem@powersportsmarketing.com)
        
        

4. Add the URL for each department (if available on the dealer’s website): NEW Inventory, USED Inventory, Parts & Accessories, Upcoming Events, Apparel, Service.

5. Add Dealer’s Logo Image

6. Set UTM Parameters:

   1. Source = Brand

   2. Type = AEM

Admin Control Panel > SETUP Tab> SENDGRID SETUP:

If we have access to dealer’s DNS records (Recommended) - AUTHENTICATE DEALER’S SENDING DOMAIN

• Copy & paste the dealer’s SENDING domain
  EX: info@dealershipname.com - The sending domain is dealershipname.com

  • NOTE: This may be different than the dealer’s WEBSITE domain, please verify that you are adding the domain that the dealer uses to SEND EMAILS from. (I.e. Sample dealer site: rivervalleymarine.com, but dealer sends emails from rivervalleyinc.om. In that case, you would want to authenticate rivervalleyinc.com)

• Access to Domain? - Select YES

• Click ADD USER

  • This will populate the Five (5) CNAME records that will need to be added to the dealer’s DNS for their sending domain.

  • You will select the CNAME records from the go.dealerdomain rows:

To: Website Provider’s support email address OR the dealership contact if we (DS/ARI/IRV/Level5) do not host their domain.
CC: Dealer contact
Subject: Email DNS records for [Dealershipname] 

Copy & paste the message below in the body of the email- be sure to include the dealer’s domain and CC the dealer on the email: 

We’re working on email deliverability for Dealership Powersports https://www.dealershipname.com/. Please add the following DNS records to their sending domain. The dealer is copied for any approval you need.

• 5 CNAME records

• 2 TXT records (SPF & DMARC)

SPF Records:

• Name: @

• Type: TXT

• Value: v=spf1 include:sendgrid.net -all
  *** Note to DNS Manager: if an existing v=spf1 is already found in DNS records, simply add include:sendgrid.net to existing spf. (Example: v=spf1 include:_spf.google.com include:sendgrid.net ip4:192.168.1.1 -all)

(Archived - Do Not Use: v=spf1 ip4:149.72.46.217 ip4:168.245.127.32 ip4:168.245.72.254 ip4:168.245.72.234 ip4:168.245.62.198 ip4:198.37.147.144 ip4:50.31.61.247 ~all)

DMARC Records:

• Name: _dmarc

• Type: TXT

• Value: v=DMARC1; p=none

  *** Note to DNS Manager: if an existing DMARC TXT is already found in DNS records, please replace that with the record above. 2 DMARC TXT records should not exist for this domain.

Copy & paste the Host & Values of the ‘go.’ domain from the Control Panel into the email.
Note: You will only copy & paste up through .go - you will not include the dealer’s domain on any cnames.  

• Click the + button to expand the rows. There will always be 5.

  Once the website provider/dealer responds saying the records were added, you’ll need to validate the records:

  • Click the red X in the ‘Validated’ column and if it was done correctly, they will turn into green check marks

  • Check Active at the top under User ID & you’re done! 

     

If we do not have access to dealer’s DNS records - USE DEFAULT DOMAIN

• Skip Sendgrid Set-up Screen - No action needed.

What to expect when using the DEFAULT DOMAIN:

• The From email address will be [dealercontactemailaddress]@aemsends.com

  • For example, if dealer’s contact email address is john@dealershipname.com the from email address will be john@aemsends.com

• The From Name will appear in preview on mobile & desktop

• The Reply To email address will be dealer’s contact email address

Admin Control Panel > SETUP Tab>

Lightspeed API Integration Settings:

• SETTINGS:

  • Input Dealer’s Lightspeed # into the LIGHTSPEED NUMBER field

    • If Dealer is part of a dealer group or has a sister store, ask for their STORE NAME and input in the Store Name field. LS allows dealers to share customers within a store group, and integration will pull in shared customers from other locations if the Store Name is not populated.

    • DO NOT POPULATE STORE NAME IF NOT PART OF A DEALER GROUP - This will break the integration.

  • Select the Appropriate API ACCOUNT based on the dealer’s package. The dealer’s consent box will appear immediately after selecting the correct API Account.

    • PSMCustomer - CUSTOMER DATA - For Customer data only - most applicable for AEM clients

    • PSMFirestorm - VEHICLE DATA - For PSM Firestorm Website Only clients - not applicable for AEM

    • PSMCustomerVehicle - CUSTOMER & VEHICLE DATA - To be used for AEM clients who also have a PSM Firestorm Website.

• ACTIONS:

  • TEST CUSTOMERS = Download CSV for last 3 days (by default, but date range is editable) of Customer data for the SPECIFIC STORE NAME, but not added to any Customer or Email list.

  • TEST SALES DATA = Download CSV for last 3 days (by default, but date range is editable) of Unit Sales data for the SPECIFIC STORE NAME, but not added to any Customer or Email list.

  • TEST VEHICLE DATA = Download CSV for last 3 days (by default, but date range is editable) of vehicles for the SPECIFIC STORE NAME, but not added to any Customer or Email list or the Website Back Office.

  • IMPORT FULL LIST FROM LIGHTSPEED = Customer data only (Not sales or vehicle) will be uploaded to the Customer and Everyone Email lists.

• DEALER CONSENT:

  • Contact the dealer and have them:

    • Log into Lightspeed

    • Click on “System,” 

    • Click “Subscriptions,”

    • Enable the “LV/PSM Customer Data” integration

• NOTE: Lightspeed API Process runs every 6 hours: 8am, 2pm, 8pm, 2am EST

Admin Control Panel > SETUP Tab> Unit Alerts - Inventory Update:

• TEXT COLOR - Select a Font Color that contrasts and is easy to see against the Back color

• BACK COLOR - Select a color that matches the colors on the dealer’s website

• SRP Inline Tile Enabled = ENABLED. Feature only available on dealer websites that have LIST VIEW on their Inventory List Page (ILP / SRP). Will not display on tile view.

• For the EMAIL & TEXT SET UP

  • Confirm the FROM NAME

  • Confirm the FROM EMAIL ADDRESS

• Send a Test Email

• Send a Test Text

• Status = ACTIVE (Once Email & Text are approved by dealer)

• Click SAVE

Admin Control Panel > SETUP Tab> Unit Alerts - Price Drop:

• VDP Button/ Link Color -

  • If BUTTON - This is the font color and it should contrast the BUTTON COLOR so that it is readable

  • If LINK - This is the font color and should contrast the WEBSITE BACKGROUND color so that it is readable

• Website Modal Button Color

  • If BUTTON - This is the color of the button that appears on the site and should be a contrasted color to the font color

  • If LINK - This will only apply to the SUBMIT button on the form and will not be visible anywhere else on the site

• Display Type

  • DealerSpike & ARI - Should be set to BUTTON

• For the EMAIL & TEXT SET UP

  • Confirm the FROM NAME

  • Confirm the FROM EMAIL ADDRESS

• Send a Test Email

• Send a Test Text

• Status = ACTIVE (Once Email & Text are approved by dealer)

• Click SAVE

PACKAGE LEVEL DESCRIPTIONS

*The packages vary based on platform.

DEALERSPIKE/ARI

Platinum

• Featured Inventory Email (Weekly or bi-weekly) - Inventory Integration and script

• Email Retargeting –

  • Inventory - Inventory Integration and script

  • Dealer Value - Why Buy From Us

  • Service - Include a coupon/offer

  • PG&A - Include a coupon/offer

• Offer Email (1-to-1 Style, i.e. Buy Back from Sales Mgr) - CRM Integration Available - Website Tracking Script - Pre-recorded training video for dealer sales dept

• Unit Purchase Follow-up Email Sequence - PSM has default sequence built, but we don't receive DMS data on 'unit' transaction, so dealers must trigger it.

  • Sales & Referral

  • Service

  • PG&A

• Done-For-You Newsletter (Monthly) - We send one newsletter using a Themed Template, includes items from FB and website (events, website banners, etc.)

• Re-engagement - Better default engagement offering or menu of offerings. Consider implementing a Sunset list

• Unit Alerts: Price Drop & Inventory Update - NEW!

• Reporting - Monthly Full Marketing Automation Report

• Reporting Calls

Gold

• Featured Inventory Email (Weekly or bi-weekly) - Inventory Integration and script

• Email Retargeting –

  • Inventory - Inventory Integration and script

  • Service OR PG&A - Include a coupon/offer

• Offer Email (1-to-1 Style, i.e. Buy Back from Sales Mgr) - CRM Integration Available - Website Tracking Script - Pre-recorded training video for dealer sales dept

• Unit Purchase Follow-up Email Sequence - PSM has default sequence built, but we don't receive DMS data on 'unit' transaction, so dealers must trigger it.

  • Sales & Referral

  • Service OR PG&A

• Re-engagement - Better default engagement offering or menu of offerings. Consider implementing a Sunset list

• Unit Alerts: Price Drop & Inventory Update - NEW!

• Reporting - Monthly Full Marketing Automation Report

• Reporting Calls

Silver

• Featured Inventory Email (Weekly or bi-weekly) - Inventory Integration and script

• Email Retargeting –

  • Inventory - Inventory Integration and script

• Re-engagement - Better default engagement offering or menu of offerings. Consider implementing a Sunset list

• Reporting - Monthly Full Marketing Automation Report

INTERACT RV (IRV)

Plus
*Option offered to Platinum & Gold packages. 

• Creative & Bi-Annual Refresh (Reminder automated email sent out to account manager, creative team, & AEM support team.)

• Enhanced Integration - Platform Activities 

   

Platinum

• Featured Inventory Email (Weekly or bi-weekly) - Inventory Integration and script

• Email Retargeting –

  • Inventory - Inventory Integration and script

  • Service AND Parts (1 email) - Include a coupon/offer

• Offer Email (1-to-1 Style, i.e. Buy Back from Sales Mgr) - CRM Integration Available - Website Tracking Script - Pre-recorded training video for dealer sales dept

• Unit Purchase Follow-up Email Sequence - PSM has default sequence built, but we don't receive DMS data on 'unit' transaction, so dealers must trigger it.

  • Sales & Referral

• Dealer Value Email

• Done-For-You Newsletter (Monthly) - We send one newsletter using a Themed Template, includes items from FB and website (events, website banners, etc.)

• Re-engagement - Better default engagement offering or menu of offerings. Consider implementing a Sunset list

• Reporting - Monthly Full Marketing Automation Report

• Reporting Calls

Gold

• Featured Inventory Email (Weekly or bi-weekly) - Inventory Integration and script

• Email Retargeting –

  • Inventory - Inventory Integration and script

  • Service AND Parts (1 email) - Include a coupon/offer

• Offer Email (1-to-1 Style, i.e. Buy Back from Sales Mgr) - CRM Integration Available - Website Tracking Script - Pre-recorded training video for dealer sales dept

• Dealer Value Email

• Re-engagement - Better default engagement offering or menu of offerings. Consider implementing a Sunset list

• Reporting - Monthly Full Marketing Automation Report

• Reporting Calls

Silver

• Featured Inventory Email (Weekly or bi-weekly) - Inventory Integration and script

• Email Retargeting –

  • Inventory - Inventory Integration and script

• Re-engagement - Better default engagement offering or menu of offerings. Consider implementing a Sunset list

• Reporting - Monthly Full Marketing Automation Report

DEALER CAR SEARCH (DCS) & FRAZER

Platinum

• TBD

Gold

• TBD

Silver

• TBD

EMAIL TYPE BREAKDOWN

The following Email Types are enabled based on the dealer’s website platform & package level. See the Platform Basecamp project for more details/descriptions.

IMPORTANT: DO NOT change the Email NAME (not the subject line, that is editable with no issues) to ensure the dealer reporting is not broken.

• Featured Inventory  

• Re-engagement  

• Retargeting Email – Sales One to One Offer  

• Retargeting Email - Dealer Value Email

• Retargeting Email – Inventory  

• Retargeting Email - Service  

• Retargeting Email - PG&A  

• Unit Purchase Follow-up Sales & Referral Sequence Emails  

• Unit Purchase Follow-up Service  

• Unit Purchase Follow-up PG&A  
  
  

• Newsletter  
  
  

EMAIL CONTENT SET-UP

• Featured Inventory

• Re-engagement

• Email Retargeting - Inventory

• Email Retargeting - Dealer Value

• Email Retargeting - Service & Parts Sequences

• Newsletter

GET STARTED:

• Log In To The Dealer Control Panel:

• Click on the Firestorm Email or Marketing Automation button  

Enabling Featured Inventory Email 

Co-Op Configuration:

1. EMAIL HEADER: Submit a case in Salesforce to the “DS/ARI Design” Queue requesting eligible co-op headers that feature each individual brand - Up to 2 max at a time

   1. Queue must be “DS/ARI Design”

   2. Case name must follow: “AEM - Co-op Header for [OEM-Brands]”

      1. Replace the [OEM-Brands] with the dealer-specific brands.

   3. Please leave the following notes: MUST include brand logo in a white ‘negative space.’

   4. Additionally, let the design team know what the primary industry is for the dealer. (Off-Road Powersports, PWC, Marine, Heavy Equipment, etc.)
      
      

2. CREATE & ENABLE CO-OP FEATURED INVENTORY EMAILS: Create up to 2 different Featured Inventory Email configurations using the following information:

   1. Email Title: Co-op Email - [OEM-Brand]

      1. Replace the [OEM-Brand] with the dealer-specific brands (eg. Co-op Email - Honda).

   2. Enable co-op checkbox and select the corresponding brand from the drop-down list

   3. Verify Co-op Requirements and populate DBA & Disclaimer fields as applicable.

   4. Select an appropriate cadence:

      1. If dealer is co-oping with one OEM, use the default Frequency of Weekly

      2. If dealer is co-oping with two OEMs, ensure that there is no overlap of email Frequency (eg. set both featured inventory email configurations to bi-weekly, and have one go out one week prior to the other. This will prevent the bombardment of emails for the customers.

   5. Subject: Be creative. Feel free to include mentions of the OEM brand in the subject line (please use appropriate trademarking where applicable).

   6. Custom Header Image Link: Ensure that this link directs to the OEM-specific inventory page. If none exists - direct them to the homepage

3. FIE CRITERIA: Add criteria filters to ensure the featured inventory email ONLY includes inventory from the corresponding OEM brand. Verify that the filter is working.

4. CO-OP REPORT: Create Co-op Report in NinjaCat (up to 2 max) - one for each brand

   1. Log Into NinjaCat and search for dealer’s account (if NEW account, you’ll need to ADD ACCOUNT first)

   2. Once the account has been found/created, you can begin to create the automated monthly reports.

      1. Add Report in the “Reports” section of the account by clicking on the + icon on the right hand site

      2. TEMPLATE: AEM Co-op Report - [Co-Op Brand]

      3. SCHEDULE:

         1. Schedule Type: Monthly

         2. Day of Month: 8th

      4. FILE: {ACCOUNT_NAME} AEM Co-op Report - [BRAND] ({REPORT_DATE_RANGE})

         1. Example: {ACCOUNT_NAME} AEM Co-op Report - Honda ({REPORT_DATE_RANGE})

      5. EMAIL:

         1. Email Mode: Automatic

         2. Email Recipients Mode: Multiple Recipients

         3. Email Recipients: Add the email address for the dealer that is set-up to recieve standard monthly reporting in Super User Control Panel (AdminCP)

            1. MUST INCLUDE the Salesforce Email in all reports: ninjacatreports@leadventure.com

      6. EMAIL SUBJECT: {ACCOUNT_NAME} AEM Co-op Report - [BRAND] ({REPORT_DATE_RANGE})

         1. Example: {ACCOUNT_NAME} AEM Co-op Report - Honda ({REPORT_DATE_RANGE})

      7. EXAMPLE REPORT: For any questions, view the reports in the account for “Tia’s Test Site” in NinjaCat to verify that you have the correct information.

      8. Hit “Save Changes”

• Select ‘Featured Inventory Email Set up’  

• Add New Featured Inventory.
  
  

  • Confirm:  

    • Dealership, dates, time zone, ‘From email’, header, etc. are all correct/populated  

    • Go to dealer’s website and to review their inventory.

      • Update the ‘Max Vehicles to Include’ that reflect 1/3 of their inventory (not to exceed 20),
        IE: if they have 15 units, change ‘max’ to 5  

      • NOTE: If Platform is IRV you will change max to 5 units  

• Click the ‘Featured Inventory Criteria’ button  

  • Confirm:

    • You’re receiving inventory feed

    • Number of units to feature is correct 

    • Maximum Year/Make/Model for Duplicates is updated

    • Any additional criteria requested by dealer is configured

      • CO-OP: If dealer wants co-op be sure to set the criteria for that brand specifically and verify that only units for that brand are showing as featured.

    • ‘Sort order’ is Ascending 

  • If any changes were made click ‘Update’  (not SAVE or RESET)

  • Click ‘Return to Setup’ button 

• Click the enable box 

• Select Dealer Time Zone

• Select Max Vehicles

• Verify FROM Email Address

• Co-op:

  • Enable co-op checkbox if dealer wants Co-op for this email, and select BRAND

  • Verify Co-op Requirements and populate DBA & Disclaimer fields as applicable.

• Add 'all inventory' link to custom header image link section 

• Click SAVE

Enabling Re-Engagement Email 

• From the Automated Emails screen click ‘Re-engagement Strategy’

• Click ‘Send Test’  

• Verify the information is accurate on the test email.

  • If correct click the ‘Active’ box and ‘Save’.  

Enabling Retargeting - Inventory 

• From the Firestorm Email Dashboard click ‘Email Retargeting Setup’

• All information is prepopulated, you just need to click the ‘active’ box and ‘Save’.  

Enabling Retargeting Sequences

• Email retargeting – Sales One to One Offer (may be listed as trade in value’ email – update if so)

• From the Automated Emails screen click “Create New Sequence” OR use one of the existing templates

If using an existing template:  

• Select the email sequence you would like to set up  

• Click edit

• Ensure the highlighted pre-populated information above is accurate and make any changes the dealer may have requested.  

• Proof email  

  • One space from the top of the email  

  • Tahoma font size 11  

  • Correct place holders in email signature: Signature, website, & phone  

  • Phone number placeholder is in body of email  

  • Send yourself a test  

  • Verify footer is accurate  

  • Send Test Email

• Once test email received – verify all information is correct and the link(s) are working  

  • Send Test to Dealer for Approval

• Once approval is received you will set the email to active  

  • Set the email to active under the status drop down.  

• Link the email to the corresponding department from the Automated Email screen

  • Click ‘Connect Sequence to Website Tracking’  

Participant List 

When the unit sold list has been received from the dealer, you’ll upload it to the participant tab:  

  • From the Automated Sequence screen click the ‘Participants’ tab 

• From here the dealer will select how they want to enter their participants o Choose Existing Customer

  • Search and click ‘add’ once found

  • Fill out requested information

• Add New Customer

  • Enter requested data (see screenshot)

  • Click ‘Add Participant’  

•  Add Participants Via Upload

  • Must be a CSV file

  • Must contain columns for the data specified in the screenshot below

  • Click ‘Browse’Select your CSV file

  • Map your headers

  • Click ‘Upload’

  • Click ‘Save and Close’  

Creating a New Sequence 

• From the automated email screen select ‘Create New Sequence’  

• Name the Sequence, set to active, & click Save:  

• Click ‘Add New Drip Email  

• Compose Email

  • Name email – this is for the dealer to access  

  • From Name – Dealer provides  

  • From Email Address – Dealer provides  

  • Email Subject – What the customer will see  

  • Trigger type – How often the email deploys  

  • Interval – This determines how long after the trigger date the email deploys  

*In the example above, this email will go out the day the participant is uploaded into the system. 0 (interval) days after (trigger type).  

Currently the system requires the dealer to upload a participant individually or in a list. We suggest they select someone IE: reception or sales team member. The selected employee would be responsible for entering/uploading the participant or participant list, at the end of each business day.  

• Create Email Body:

  • Enter 1 space from the top  

  • Use Tahoma font, 11pt  

  • Insert ‘First Name’ placeholder  

  • Create your email copy  

*Inform dealer they must include these placeholders when uploading a participant list.

• Add ‘Hey’ in the First Name placeholder box – this will insert ‘Hey’, when first name is not in the system.  

• Send yourself a test  

• Proof test email & send to the dealer for approval  

• Click ‘Save and Continue’ 

Sales Customer Automation 

• You’ll jump back to the Business Info tab to connect the Sales Customer  

• Automation (DMS integration) to the Sales, Service, & Parts Sequences  

• Click the plus sign in the center of the Sales Customer Automation box  

• Add Sequence email associated with package level (refer to package description and order to know which to populate)  

• Click dropdown  

• Select Sequence  

• Click green checkmark  

• Repeat until the correct emails are reflected in the box    

 Platinum Package example:  

Adding Departments/URL Keywords

• Click on the ‘Business Information’ Button on the Dealers side of the control panel
  
  

   

• Make sure the ‘Departments’ tab is selected.

• You only need one department for Sales (you do not need new & p-o). You’ll click the edit pencil and remove the word ‘New’ to make it just ‘Sales’.

KEYWORD SELECTION

Pull up the dealer’s current website and click on all sections that pertain to sales, IE: new/used inventory, trade-in, finance, showroom, sales, etc. and click within that url. Example: from the homepage >>click New Inventory>>click on a unit. The idea is to have the least amount of keywords. If there is ONE common word found in all URLs that is a KEYWORD. If you use the word ‘new’ as a keyword, and the dealership is named ‘Motorcycles of New Haven’, new will be in EVERY URL (non-sales related tabs), therefore you do not want to use that. You want to find the ones that are unique to sales.  

Example: under the inventory tab, there are several tabs. You will click on each tab and see if there is a common word between them all.  

https://www.arrowheadharley.com/all-inventory/ Then you click on a unit:   https://www.arrowheadharley.com/new-bikes/:  

https://www.arrowheadharley.com/inventory/new-2021-harley-davidsonheritageclassic-114-1hd1ybk13mb060524/ https://www.arrowheadharley.com/used-bikes/:  

https://www.arrowheadharley.com/usedbikes/certified-pre-owned-bikes/:  

https://www.arrowheadharley.com/inventory/certified-used-2017-harley-davidson- 1200-custom-1hd1ct315hc438958/ https://www.arrowheadharley.com/value-your-trade/ https://www.arrowheadharley.com/new-bikes/2021-models/:  

https://www.arrowheadharley.com/inventory/new-2021-harley-davidson-cvoroadglide-1hd1tcl10mb957139/ https://www.arrowheadharley.com/usedbikes/priced-under-10k/:  

https://www.arrowheadharley.com/inventory/used-2013-harley-davidsonsuperlow-1hd4cr216dc439533/ https://www.arrowheadharley.com/virtualshowroom/>> : Click on a unit:  

heritageclassic-114-1hd1ybk16mb061179/  

Keywords:  

Inventory  

Value  

Shop  

You will also want to add any financing tab key words, ie:  

Finance  

Creditapp  

Quick   

• Copy your keyword  

• Go back to the dealer control panel  

• Click ‘Add New URL’  

• Paste the keyword, that you copied earlier, into the URL Keyword box.  

• Click update and continue to add  

•  Click the toggle arrow under ‘Dept’ and select the department you would like to associate the ‘URL Keyword’ to.  

Repeat these steps for each ‘Department’ / ‘Keyword’ you would like to add.

Loading An Email List 

• From the CP Dashboard 

• Click ‘Lists’ button  

• Click ‘+Add New List’  

• Check yes, your list meets standards & click ‘continue’  

• List must be a CSV file 

• ‘Browse’ & select your list

• Click ‘Continue’  

• Identify the headers with the dropdown  

  *You must have a first name column in the spreadsheet, even if you don’t have first names. 

•  Click ‘Continue’  

•  Select the group you would like to add the email to. It will always be ‘Everyone’ for AEM clients  

• Click ‘Continue’ at the bottom of the screen
  
  

• The summary screen will show that the list is processing and you can hit ‘Complete’. The list may take a few minutes to process.
  
  

Set Sequence Emails to Active & Website Tracking

• Link the Sequence to the Corresponding Department -

  • Click CONNECT SEQUENCE TO WEBSITE TRACKING button

• Click the green pencil icon to edit the SALES department (for the One to One offer email)

• Click the dropdown to select the email (or the corresponding department to the appropriate email, IE: service to service, parts to parts).  

• Verify your keywords are set-up  

• Verify the expiry dates

  • Department Reset (Days) = 45 days

  • Automated/CRM Email (Days) = 60 days 

Going Live

Check Package Level and Enable All Emails Associated with that Package

• Enable Featured Inventory email once ready to go live

• Enable Email Retargeting (Inventory) email in Dealer Control Panel

• Enable re-engagement email

• Enable Sales One-to-One Offer Email

• Enable Dealer Value Email

• ADD ON - Enable Unit Purchase Follow Up Sales/Service/Parts Sequences

• Enable Service and/or Parts Retargeting Email

AEM Set-up Complete

• If they are not able to integrate or opt to not integrate add contact to the AEM Dealership 'It's that time again...' email's PARTICIPANT list in the Dealer Control Panel.

• Email client notifying them their Automated Email Marketing Package is Live

• Set 'Start Date' in Dynamics (This will populate the Billing Date) & Change 'Status Reason' to Live

• Mark dealer live on AEM Fulfillment Tracker & let team know in AEM Chat (teams)

AEM Cancellation/Offboarding

• When the Task hits the AEMSupport email and is one of your dealers, check the date on the Cancel Request by clicking on the highlighted text.

• Check the Billing Change Notes and Product Change Notes for information. (see attached examples)

• Enter pertinent information on the Cancellations tab of the AEM Fulfillment Tracker: Dealer Name, Cancel Order #, Date Cancel Order Entered, Date Cancellation Approved, and Reason for Cancellation.

• Inform AEM Team Lead cancellation has been completed and AEM turned off

Disable Admin Control Panel & Update Dealer Control Panel

To Do On Last Date When Terminating Account

• Set ALL Automated Emails to Inactive

  • Featured Inventory, Inventory Retargeting, Sales one-to-one Offer, Dealer Value, Reengagement, & all Sold Unit Sequences

• Change AEM package level to 'None' in Admin Control Panel

• Remove dealer from Automated Reminder Email participant list

• Set Website to InActive

• Delete LV CRM GUID ID

• Set Website Tracking to InActive

• Set VDP email to InActive

• Set Third Party Website to 'None'

• Remove website endpoint if applicable

• Set Import 3rd Party Inventory to 'No'

• Uncheck reporting box and Save under 'Dealer Contacts'

• From 'Website' tab - set website to inactive
  ^{Set Dealer Account Status To Inactive(ONLY If Package is None and Sharp Shooter Enabled is No)}

• Click Website from dropdown under Dealership tab

• Click 'edit' for 3rd party feed siteUncheck 'Active' box

• DO NOT DELETE SITE

• Click Update

• If integrated

  • For all DMS integration:

    • From External Information remove all DMS identifiers

      • If Lightspeed (in addition to removing DMS #):

        • Send email to Lightspeed.Dataservices@cdk.com to cancel LeadVenture Customer Data Integration(PSM)

        • Uncheck Lightspeed Integration Opt-In box

• Delete LV Suite ID number from Admin CP under External info

Actions for Downgrading(Changing AEM Package)

• Update package level in Control Panel

• Set emails no longer included to Inactive or Disable

• Delete sequence emails no longer needed from Sales Customer Automation under Business Info in Dealer CP

• Unlink Retargeting Emails no longer needed under Business Information