Automotive Systems Portfolio/
Streamline Dealership Communication with Secure Email Management
Clear, compliant communication is a core part of the sales journey—especially for dealerships. The email management and enablement feature within our TCF Software is designed to help you stay in control, automate key steps, and create a more streamlined, reliable process that supports compliance and keeps communication on track.
What Is Dealership Email Management?
Dealership email management is the process of controlling, verifying, and streamlining email communication between your dealerships and customers. Within Automotive Systems' Treating Customers Fairly Software, this feature is designed to ensure that every customer-facing email is secure, reliable, and aligned with FCA expectations.
Features of TCF Email Management & Enablement
Verified Email Communication
Eliminate delivery issues: Automatically verify addresses to make sure important documents reach the right person the first time.
Branded, Secure Document Delivery
Protect your reputation: Emails are sent through your dealership’s domain and encrypted, boosting trust and security. Customers trust the e-mails as they’re sent from you.
Automated, Compliant Workflows
Save time & stay compliant: The system prompts Sales Advisors to send the right documents at the right time directly into the customer’s inbox.
Digital Signatures from anywhere
Close deals faster: Our sign@home feature allows customers to sign documents remotely from any device.
Streamlined Communication
No more lost emails: Keep the sales process smooth and transparent.
Clear and Transparent Process
Build trust with every email: Each message is clear, secure, and easy for customers to follow. Automated updates keep them informed at every step—reinforcing your dealership’s professionalism and boosting confidence in the sales process.
How the Dealership Email Management Feature Works
Step 1: Email address entry and verification
The sales team begins by entering the customer's email address into the system. The customer then receives a confirmation email, which must be successfully verified before the sales process can proceed.
Step 2: Document creation and dispatch
Once the email is verified, the system automatically generates the required documents. These are sent using the dealership’s own IT infrastructure, maintaining brand consistency and control.
Step 3: Automated prompts during the sales process
As the sale progresses, the TCF Software provides timely reminders for your sales executives to send key documents. These may include Initial Disclosure Documents and product-related docpacks—key components required to support regulatory compliance. This structured approach helps ensure that no steps are missed during the sales journey.
Step 4: E-signature collection using Sign@Home
When a document requiring a customer signature is created, the dealer has the option to use the ‘sign@home' feature. The customer receives a secure link via email, allowing them to review and sign documents remotely. Once completed, signed copies are instantly shared with both the dealership and the customer.
Step 5: Bounced email handling and re-engagement
If an email fails to deliver, the system triggers an alert to notify the appropriate staff member. Built-in tools then support the re-verification of the email address and resending of the message.
Step 6: Insurance document delivery and storage
When a document requiring a customer signature is created, the dealer has the option to use the ‘sign@home' feature. The customer receives a secure link via email, allowing them to review and sign documents remotely. Once completed, signed copies are instantly shared with both the dealership and the customer.
STREAMLINE & ENHANCE PERFORMANCE WITH
A flexible platform that works the way you need
Built on a flexible and fully supported platform, specifically designed to be beautifully simple and easy to use while maintaining compliance in a multitude of areas.
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