Compliance Management for Car Dealerships
Handle FCA requirements, consumer protection, and vehicle preparation with digital tools built for motor retail.
The Challenge
Car dealerships face intense regulatory pressure from multiple angles - FCA consumer credit rules that demand documented compliance processes, manufacturer franchise standards that vary by brand, and consumer protection laws that create potential disputes over every vehicle sale. When FCA auditors arrive unannounced asking for finance process documentation, or a manufacturer auditor wants to see every PDI checklist for the past quarter, dealerships without digital systems spend days scrambling through filing cabinets. The challenge isn't knowing what compliance is required - it's maintaining systematic documentation across multiple departments and franchises while your team focuses on selling cars, not filling in paperwork.
How Assistant Manager Solves Car Dealerships Compliance
Each module is designed to address the specific challenges car dealerships businesses face every day.
Checklist Management
Multi-franchise dealerships need PDI systems that enforce brand-specific requirements, provide instant visibility of vehicle preparation status, and create comprehensive documentation that satisfies manufacturer audits and customer handover standards
The Problems
Why This Matters for Car Dealerships
- PDI checklists are printed sheets that get completed in varying levels of detail by technicians who are under pressure to get vehicles on the forecourt quickly, with supervisors unable to verify completion quality without hunting down paper
Vehicles reach customers with preparation issues that should have been caught, manufacturer audits reveal incomplete or missing PDI documentation, and warranty claims are rejected because you can't prove the vehicle was properly prepared
- Each franchise manufacturer has different PDI requirements, accessory fitting procedures, and handover checklists - managing multiple paper systems across franchises is chaotic and prone to using the wrong checklist for a vehicle
Vehicles are prepared to the wrong manufacturer's standards, brand-specific accessories aren't fitted correctly, and audit failures occur because the documentation doesn't match what that franchise requires
The Solution
How Checklist Management Helps
Digital franchise-specific PDI checklists with photo evidence requirements, accessory fitting verification, mandatory quality checks, and instant completion visibility for managers across all brands
Every vehicle is prepared to the correct franchise standard with photo proof of completion, managers see PDI status in real-time without chasing technicians, and audit-ready documentation is automatic
Use Cases:
- • Brand-specific PDI checklists for each franchise manufacturer
- • Pre-delivery accessory fitting verification with photos
- • Paint and bodywork quality assessment documentation
- • Wheel alignment and tyre pressure specification checks
- • Vehicle valeting and presentation standards verification
- • Handover preparation checklists for customer delivery
- • Workshop bay cleanliness and tool management checks
- • Forecourt vehicle presentation daily inspections
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: PDI checklists are printed sheets that get completed in varying levels of detail by technicians who are under pressure to get vehicles on the forecourt quickly, with supervisors unable to verify completion quality without hunting down paper
Real Scenario
"A franchise auditor reviewing PDI compliance finds 8 completed vehicles with no PDI paperwork and 12 more with sections left blank. Your franchise margin is put at risk because you can't demonstrate systematic vehicle preparation to brand standards."
Example 2: Each franchise manufacturer has different PDI requirements, accessory fitting procedures, and handover checklists - managing multiple paper systems across franchises is chaotic and prone to using the wrong checklist for a vehicle
Real Scenario
"A premium brand vehicle goes out with a generic PDI checklist rather than the brand-specific version that includes paint thickness measurement and additional quality checks. The customer notices missing documentation and the manufacturer raises concerns about brand standards."
Employee Scheduling
Car dealerships operate under FCA regulation where only approved persons can conduct certain finance activities, combined with manufacturer franchise requirements for brand-trained sales staff - scheduling must enforce these compliance requirements while managing complex shift patterns
The Problems
Why This Matters for Car Dealerships
- Sales rotas don't track which staff have FCA-approved person status or current competence for selling finance products, leading to unqualified staff handling regulated sales activities
FCA compliance breaches when staff without approved person status conduct financial promotions or recommend finance products, creating regulatory risk and potential sanctions
- Weekend and evening shifts are scheduled without considering which franchise brands each salesperson is trained on, resulting in customers arriving for appointments with no qualified staff available for that brand
Customer appointments are poorly handled, manufacturer standards for trained sales staff aren't met, and sales opportunities are lost when customers discover the salesperson doesn't know their chosen brand
The Solution
How Employee Scheduling Helps
Scheduling system with FCA approved person status verification, franchise brand qualification tracking, and automatic compliance alerts when attempting to schedule unqualified staff for finance or brand-specific roles
Every shift has FCA-compliant staff for finance sales, customers are served by brand-trained salespeople, and the system prevents scheduling staff without required qualifications
Use Cases:
- • FCA approved person status verification for finance sales shifts
- • Franchise brand training qualification tracking for sales roles
- • Weekend and evening coverage with qualified staff for each brand
- • Demonstrator vehicle handover scheduling with trained drivers
- • Technician franchise certification verification for PDI scheduling
- • Service advisor scheduling aligned to brand knowledge requirements
- • Part-time and commission-only staff availability management
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Sales rotas don't track which staff have FCA-approved person status or current competence for selling finance products, leading to unqualified staff handling regulated sales activities
Real Scenario
"An FCA mystery shopping exercise finds a salesperson without approved person status providing detailed finance advice. The FCA raises this in their audit and questions your systems for ensuring only qualified staff conduct regulated activities."
Example 2: Weekend and evening shifts are scheduled without considering which franchise brands each salesperson is trained on, resulting in customers arriving for appointments with no qualified staff available for that brand
Real Scenario
"A customer arrives for a premium brand demonstration on Saturday. The scheduled salesperson is trained on volume brands but has never sold this premium marque. The customer's experience is poor and they mention it in their manufacturer customer satisfaction survey."
Time Clock & Attendance
Car dealerships have complex attendance needs - sales staff must be verified on the forecourt during opening hours, technicians need job-linked time tracking for warranty purposes, and multi-department operations require different attendance rules for different roles
The Problems
Why This Matters for Car Dealerships
- Sales staff clock in/out times don't align with actual forecourt presence during opening hours, with gaps when customers arrive but no salesperson is available despite multiple staff being 'on shift'
Customers leave without being greeted, sales opportunities are missed, and you're paying for hours when staff weren't actually working the forecourt or showroom
- Workshop technicians' clock in/out times don't match job booking times, making it impossible to accurately understand labor efficiency or prove to warranty auditors that claimed labor hours are legitimate
Warranty claims are rejected because clocking times don't support labor hour claims, efficiency metrics are unreliable, and you can't identify where workshop time is actually going
The Solution
How Time Clock & Attendance Helps
Department-specific time tracking with forecourt presence verification for sales, job-linked clocking for technicians, automatic break monitoring, and location-verified clock in/out to prove attendance
Know exactly which staff are on the forecourt at any moment, link workshop hours directly to jobs for warranty defense, and eliminate paying for hours not worked
Use Cases:
- • Sales forecourt presence verification during opening hours
- • Workshop technician clocking linked to specific job bookings
- • Service advisor appointment coverage verification
- • Parts department till coverage attendance tracking
- • Warranty claim labor hour documentation and proof
- • Break compliance monitoring across all departments
- • Multi-site attendance for group dealerships with shared staff
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Sales staff clock in/out times don't align with actual forecourt presence during opening hours, with gaps when customers arrive but no salesperson is available despite multiple staff being 'on shift'
Real Scenario
"A mystery shopper visits during opening hours and waits 12 minutes before anyone greets them. Your timesheet shows 4 salespeople clocked in, but CCTV reveals one was on extended break, one was dealing with a personal delivery, and the others were in the office on their phones."
Example 2: Workshop technicians' clock in/out times don't match job booking times, making it impossible to accurately understand labor efficiency or prove to warranty auditors that claimed labor hours are legitimate
Real Scenario
"A manufacturer audit of warranty claims questions several labor hour claims. Your clocking system shows the technician was on site, but you can't prove which hours were spent on which warranty job versus retail work or downtime."
Training & Development
Car dealerships operate under FCA regulation requiring ongoing competence verification, while simultaneously managing multiple franchise brands each with their own product knowledge and sales training requirements - training systems must track both regulatory and commercial qualifications
The Problems
Why This Matters for Car Dealerships
- FCA approved person status requires annual competence statements and regular T&C training, but these renewals are tracked on spreadsheets that nobody updates until FCA audit preparation begins
Staff with expired approved person status conduct regulated activities, creating serious FCA compliance breaches and potential regulatory sanctions
- New franchise brand launches require extensive product and sales training, but there's no system to verify which staff have completed training before they start selling that brand
Staff sell new franchise models without proper brand knowledge, early customer experiences are poor, and manufacturer mystery shops reveal knowledge gaps
The Solution
How Training & Development Helps
Learning management system with FCA approved person competence tracking, franchise brand training certification, automatic expiry alerts for regulatory qualifications, and training matrix reporting for manufacturer audits
FCA qualifications are tracked with renewal reminders months in advance, staff complete brand training before selling new franchises, and you can produce instant training compliance reports for any audit
Use Cases:
- • FCA approved person annual competence statement tracking
- • Treating Customers Fairly (TCF) ongoing training management
- • Franchise brand product knowledge certification tracking
- • New vehicle model launch training verification
- • EV specialist qualification and charging system training
- • Manufacturer sales process certification (e.g., BMW Genius)
- • Customer service excellence and satisfaction training
- • Data protection and GDPR compliance training for all staff
Feature Screenshot
Training & Development
Real-World Examples
Example 1: FCA approved person status requires annual competence statements and regular T&C training, but these renewals are tracked on spreadsheets that nobody updates until FCA audit preparation begins
Real Scenario
"During FCA audit preparation, you discover three salespeople's approved person status expired 4, 7, and 11 months ago - and they've been selling finance products throughout that period. You must report these breaches to FCA and implement remediation."
Example 2: New franchise brand launches require extensive product and sales training, but there's no system to verify which staff have completed training before they start selling that brand
Real Scenario
"Your dealership launches a new EV franchise brand. Several salespeople start demonstrating vehicles before completing the brand's mandatory EV certification. A manufacturer mystery shop identifies knowledge gaps and questions your training approach to the franchise."
HR Management
Car dealerships must manage complex employee qualifications including FCA regulatory status, multiple franchise brand certifications, and driving license verification for demonstrator use - combined with sales commission structures that must accurately track across multiple franchises and deal types
The Problems
Why This Matters for Car Dealerships
- FCA approved person status, franchise training certifications, and driving license endorsements are stored across multiple systems and paper files, making it impossible to quickly verify if someone is qualified to sell or demonstrate specific vehicles
Staff conduct activities they're not qualified for, right-to-drive checks aren't performed before demonstrator handovers, and FCA or manufacturer audits reveal qualification gaps
- Sales commission structures, bonus schemes, and target tracking are managed on complex spreadsheets that frequently contain errors and disputes about payments
Commission disputes create staff dissatisfaction and turnover, managers spend hours reconciling spreadsheet errors, and good salespeople leave for competitors with clearer commission structures
The Solution
How HR Management Helps
Complete employee profiles with FCA status tracking, franchise certifications, driving license verification, automatic qualification expiry alerts, and integrated commission management with deal-linked payments
Every staff member's FCA status and brand qualifications are instantly verifiable, license checks are systematic before every demonstrator handover, and commission is automatically calculated from actual deal completions
Use Cases:
- • FCA approved person status with automatic expiry reminders
- • Franchise brand training certification matrix by salesperson
- • Driving license verification before demonstrator vehicle use
- • Right-to-drive checklist for customer test drive handovers
- • Sales commission tracking linked directly to deal completions
- • Manufacturer bonus scheme qualification and tracking
- • Employment contract and right-to-work documentation
- • DBS checks for roles involving vehicle collection from homes
Feature Screenshot
HR Management
Real-World Examples
Example 1: FCA approved person status, franchise training certifications, and driving license endorsements are stored across multiple systems and paper files, making it impossible to quickly verify if someone is qualified to sell or demonstrate specific vehicles
Real Scenario
"A customer crashes a demonstrator vehicle during a test drive. Insurance investigation reveals the salesperson who handed over keys didn't verify the customer's license properly - and the paper process meant there was no systematic check before handover."
Example 2: Sales commission structures, bonus schemes, and target tracking are managed on complex spreadsheets that frequently contain errors and disputes about payments
Real Scenario
"Your top salesperson queries their commission payment, claiming two deals weren't included. It takes three days to manually verify their sales against the spreadsheet. You discover they were right - and they've now accepted a job at a competitor who they trust to pay correctly."
Risk Assessment
Modern car dealerships face diverse risks from workshop EV high-voltage systems to customer test drives of high-performance vehicles - risk assessments must cover both employee and customer safety across sales, workshop, and vehicle movement activities
The Problems
Why This Matters for Car Dealerships
- Workshop risk assessments were created years ago and don't reflect current equipment, vehicle technologies like high-voltage EV systems, or new working practices
Risk assessments don't address actual hazards facing technicians, providing no real protection and no defense when HSE investigate accidents involving modern vehicle technology
- Test drive and demonstrator vehicle use has no specific risk assessment covering customer competence verification, route selection, or insurance requirements
Demonstrator vehicles are handed to customers without proper assessment, accidents occur on inappropriate routes, and insurance disputes arise because due diligence wasn't documented
The Solution
How Risk Assessment Helps
Department-specific risk assessments with EV-specific hazards, test drive and demonstrator use protocols, manufacturer-specific procedures for franchise brands, and automatic review triggers when vehicle technologies change
Every dealership department has current risk assessments addressing actual hazards including EV systems, test drives have documented safety protocols, and updates are triggered automatically when new vehicle technologies arrive
Use Cases:
- • Workshop risk assessments including EV high-voltage systems
- • Vehicle lift and ramp safety procedures
- • Test drive and demonstrator handover protocols
- • Forecourt vehicle movement and parking safety
- • Customer waiting area and showroom public safety
- • Vehicle valeting chemical COSHH assessments
- • Parts department manual handling and storage
- • Vehicle collection and delivery driver safety
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Workshop risk assessments were created years ago and don't reflect current equipment, vehicle technologies like high-voltage EV systems, or new working practices
Real Scenario
"A technician receives an electric shock working on an EV high-voltage system. HSE investigation finds your workshop risk assessment still describes traditional combustion engine hazards with no mention of EV-specific electrical risks or required isolation procedures."
Example 2: Test drive and demonstrator vehicle use has no specific risk assessment covering customer competence verification, route selection, or insurance requirements
Real Scenario
"A customer test driving a high-performance vehicle crashes on a busy dual carriageway. Investigation reveals no risk assessment for test drives, no documented route restrictions, and the salesperson didn't verify the customer was experienced with high-powered vehicles."
Accident & Incident Records
Car dealerships need incident management covering customer complaints that affect manufacturer relationships, workshop safety incidents that trigger HSE interest, and vehicle damage events that impact insurance - with visibility across the entire dealership group
The Problems
Why This Matters for Car Dealerships
- Customer complaints about vehicle preparation issues, demonstrator damage, or sales process concerns are recorded inconsistently across email, phone notes, and verbal reports to managers
When customers escalate to manufacturer customer services or trading standards, your records are incomplete, contradictory, or missing, making it impossible to defend your position
- Workshop incidents involving technician injuries, vehicle damage, or equipment failures are logged in a paper accident book that provides no way to identify patterns or recurring issues
The same hazard causes multiple incidents before anyone notices the pattern, HSE investigations find known issues were never addressed, and insurance premiums increase due to recurring claims
The Solution
How Accident & Incident Records Helps
Department-specific incident reporting for sales, workshop, and vehicle damage events, photo evidence capture, automatic pattern analysis across all dealership departments, and integrated follow-up action tracking
Every complaint and incident is documented immediately with complete evidence, patterns are identified before they escalate, and manufacturer or HSE investigations find comprehensive records
Use Cases:
- • Customer vehicle preparation complaints at handover
- • Demonstrator vehicle damage and accident documentation
- • Workshop technician injury and near-miss reporting
- • Vehicle damage during forecourt movement or valeting
- • Customer or public injuries in showroom or on forecourt
- • Test drive incidents and insurance claim documentation
- • Equipment failure and maintenance issue logging
- • Manufacturer complaint escalation evidence packages
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Customer complaints about vehicle preparation issues, demonstrator damage, or sales process concerns are recorded inconsistently across email, phone notes, and verbal reports to managers
Real Scenario
"A customer claims they reported a preparation issue at handover but it wasn't addressed. They escalate to the manufacturer. You have no record of the conversation, and the manufacturer customer satisfaction score impacts your franchise margin because you can't prove what happened."
Example 2: Workshop incidents involving technician injuries, vehicle damage, or equipment failures are logged in a paper accident book that provides no way to identify patterns or recurring issues
Real Scenario
"A technician is injured when a vehicle lift fails. Investigation reveals this is the third incident with that lift in 18 months - but the paper accident book meant nobody identified the pattern. HSE question why the recurring problem wasn't addressed earlier."
COSHH Assessments
Modern car dealerships use a wide range of traditional and emerging chemicals as vehicle technology evolves to EVs and hybrids - COSHH systems must track everything from traditional brake cleaner to new battery coolants and high-voltage system fluids
The Problems
Why This Matters for Car Dealerships
- Workshop chemicals including brake cleaner, screen wash, oils, and valeting products are used daily but COSHH assessments are outdated and safety data sheets are buried in filing cabinets
Technicians suffer chemical exposure without knowing proper handling procedures, first aid is delayed because safety data can't be found, and HSE inspections find no current COSHH assessments
- New vehicle technologies bring new chemical hazards - EV battery coolants, hybrid system fluids, and advanced diesel exhaust fluids - but COSHH assessments haven't been updated to reflect these
Technicians work on modern vehicle systems without understanding chemical hazards, no COSHH assessment exists for new substances, and manufacturer training on new technologies isn't reflected in safety procedures
The Solution
How COSHH Assessments Helps
Workshop-specific COSHH assessment management with chemical inventory tracking, mobile SDS access for first aid response, automatic updates when new vehicle technologies introduce new chemicals, and training record integration
Every workshop chemical has a current COSHH assessment, technicians can access safety information instantly on their phone, and new vehicle technology chemicals are assessed before technicians work on those systems
Use Cases:
- • Workshop cleaning chemical COSHH assessments
- • EV and hybrid battery coolant safety management
- • Brake fluid, engine oil, and transmission fluid assessments
- • Valeting and vehicle cleaning product management
- • Paint touch-up and cosmetic repair chemical tracking
- • Air conditioning refrigerant handling procedures
- • Mobile SDS access for workshop first aid response
- • Parts department chemical storage compliance
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Workshop chemicals including brake cleaner, screen wash, oils, and valeting products are used daily but COSHH assessments are outdated and safety data sheets are buried in filing cabinets
Real Scenario
"A valeter is splashed in the eye with wheel cleaner. First aid response is delayed because nobody knows the correct treatment - the SDS is in a filing cabinet in the parts department. The eye injury is more severe than it should have been due to delayed proper rinsing."
Example 2: New vehicle technologies bring new chemical hazards - EV battery coolants, hybrid system fluids, and advanced diesel exhaust fluids - but COSHH assessments haven't been updated to reflect these
Real Scenario
"A technician is exposed to EV battery coolant during a service. Your COSHH assessment folder contains nothing about lithium-ion battery coolants or the specific handling procedures for that EV system. HSE ask why technicians are working on advanced technologies without appropriate chemical risk assessments."
Results Car Dealerships Businesses Achieve
Other Motor Trade Solutions
Ready to Drive Dealership Compliance Forward?
Join car dealerships across the UK using Assistant Manager for FCA compliance and franchise excellence.