Auto dealership dashboards
Your DMS data, connected and live
Deals and service live in the DMS, contracts in Dealertrack and pricing in vAuto. RapidDashboard joins them in a private data store and answers plain-English questions with a full GM dashboard, without another custom DMS report.
Live examples
One question, one full dashboard
Pick a question. RapidDashboard answers with KPIs, charts, the records behind them and an AI summary of what to do next. Hover any chart for values or open its table view.
Show units sold by salesperson and gross profit per deal from CDK Global this month.
Sales & gross, month to date
Units sold
84
+12 vs same day in August
Front gross
$218K
+$28K $2,595 per unit
F&I gross
$152K
+$19K $1,810 PVR
Total gross per unit
$4,405
+$205 target $4,200
- New
- Used
| New | Used | |
|---|---|---|
| J. Morales | 10 | 8 |
| K. Tran | 9 | 7 |
| R. Dawson | 7 | 8 |
| M. Jensen | 8 | 7 |
| L. Ortiz | 7 | 7 |
| D. Fischer | 3 | 3 |
124
units at current pace · target 120
| Salesperson | Units | Front gross | Avg front | Closing ratio | Pace |
|---|---|---|---|---|---|
| J. Morales | 18 | $50.4K | $2,800 | 24% | Pacing 26 |
| K. Tran | 16 | $43.0K | $2,690 | 21% | Pacing 24 |
| R. Dawson | 15 | $38.4K | $2,560 | 19% | Pacing 22 |
| M. Jensen | 15 | $37.8K | $2,520 | 20% | Pacing 22 |
| L. Ortiz | 14 | $34.3K | $2,450 | 18% | Pacing 21 |
| D. Fischer | 6 | $14.1K | $2,350 | 11% | Pacing 9, min 12 |
What changed and what to do
- Warning: D. Fischer is pacing to 9 units against a 12-unit minimum, with an 11% closing ratio. Same-day coaching on the turn-over process is the fastest lever.
- Good: Total gross per unit is $4,405, above the $4,200 target, with F&I adding $1,810 per deal.
- Info: At 4.9 units per selling day, the store projects 124 units against a 120-unit objective with 8 selling days left.
AI summary
The store has delivered 84 units through 17 selling days, 44 new and 40 used, for $370K in total gross. Gross per unit is above target and the current pace projects 124 units, ahead of the 120 objective. One salesperson is well below minimum. Recommend same-day coaching for D. Fischer, routing him two fresh internet leads a day, and keeping the focus on aged used units over 60 days.
Ask next
- Show gross by lead source
- Which deals had the lowest front gross?
- Compare this month to the 20-group average
Show F&I product penetration and which Dealertrack deals are still pending funding.
F&I performance & funding
F&I PVR
$1,810
+$60 vs August
Service contract penetration
42%
+3 pts of units delivered
GAP penetration
38%
-1 pt of financed deals
Contracts in transit
$612K
9 deals 2 over 7 days
| Deal | Customer | Lender | Amount financed | Days in transit | Status |
|---|---|---|---|---|---|
| D-24817 | K. Brandt | Lakeshore Credit Union | $41,280 | 12 | Proof of income needed |
| D-24822 | M. Osei | Prairie Auto Finance | $36,940 | 9 | Signature missing |
| D-24840 | J. Whitley | Captive lender | $52,115 | 6 | Proof of residence |
| D-24851 | A. Ramos | Lakeshore Credit Union | $28,760 | 4 | Awaiting title |
| D-24858 | T. Nakamura | Harbor Bank | $44,300 | 2 | In lender review |
What changed and what to do
- Critical: Two contracts worth $78K have been in transit more than 7 days, each held by one missing stipulation that the F&I office can clear today.
- Warning: S. Whitfield's PVR slipped to $1,580, driven by GAP penetration on his financed deals, while the other two managers improved.
- Good: Service contract penetration reached 42%, up 3 points, and T. Nguyen passed $2,000 PVR for the month.
AI summary
F&I gross reached $152K on 84 units, a $1,810 PVR and $60 above August. Service contract penetration improved, while GAP slipped a point, concentrated in one manager's deals. Nine contracts worth $612K await funding. Recommend clearing the two oldest stipulations today, then a menu review with S. Whitfield focused on presenting GAP on every financed deal.
Ask next
- Show PVR by lender
- Which deals had no products sold?
- Funding time by lender this quarter
Show used vehicle inventory aging. Which units are past 60 days and how are they priced?
Used inventory aging
Used units in stock
98
-6 vs last week
Days supply
42
-3 days on 30-day sales pace
Over 60 days
13
13% 12 of them SUVs
Avg price to market
98.4%
+0.6 pts all used units
- 0 to 30 days
- 31 to 60
- Over 60
| 0 to 30 days | 31 to 60 | Over 60 | |
|---|---|---|---|
| SUV | 24 | 9 | 12 |
| Truck | 16 | 7 | 1 |
| Sedan | 10 | 5 | 0 |
| Crossover | 10 | 4 | 0 |
| Item | Days in stock | Price to market |
|---|---|---|
| U4590 | 8 | 99% |
| U4584 | 12 | 97% |
| U4577 | 15 | 98% |
| U4566 | 21 | 100% |
| U4561 | 26 | 96% |
| U4552 | 30 | 98% |
| U4548 | 34 | 99% |
| U4540 | 41 | 97% |
| U4536 | 47 | 100% |
| U4529 | 52 | 98% |
| Highlander, 62 days | 62 | 101% |
| Pilot, 66 days | 66 | 103% |
| Explorer, 74 days | 74 | 106% |
| Tahoe, 81 days | 81 | 104% |
- U4438 · 2022 Chevrolet Tahoe LT81 days · 104% of market
- U4471 · 2021 Ford Explorer XLT74 days · 106% of market
- U4502 · 2022 Honda Pilot EX-L66 days · 103% of market
- U4519 · 2021 Toyota Highlander XLE62 days · 101% of market
What changed and what to do
- Critical: Twelve SUVs are past 60 days, averaging 71 days on the lot, and the four oldest are priced above market.
- Warning: Price to market across used inventory rose to 98.4% while aged units grew from 7 to 13 in twelve weeks.
- Good: Trucks, sedans and crossovers turn well: one unit over 60 days across 53 vehicles.
AI summary
Summit holds 98 used units with 42 days supply. Sixty are under 30 days old, 25 are between 31 and 60, and 13 are over 60, nearly all SUVs. The oldest units are priced 101% to 106% of market, which is why they are sitting. Recommend repricing the 12 aged SUVs to 96% of market this weekend, holding SUV acquisitions at auction for two weeks, and wholesaling any unit that reaches 90 days.
Ask next
- What will the reprice cost in gross?
- Show reconditioning time by unit
- Which SUVs sell fastest at auction?
Show service throughput: ROs opened by day and hour, technician efficiency and parts fill rate from CDK.
Service department throughput
ROs opened
220
+14 vs last week
Hours per RO
1.9
+0.1 customer pay + warranty
Effective labor rate
$148
+$4 customer pay
Parts fill rate
91%
-2 pts filled from stock
Flag = clock: 100%
What changed and what to do
- Warning: Write-ups peak in the first hour every weekday, with 10 ROs on Wednesday at 7 am. A third advisor from 7 to 9 am would shorten the drive-in wait.
- Warning: Parts fill rate dropped to 91%. Most misses are brake and filter part numbers that fell below their stocking minimum.
- Good: Effective labor rate rose to $148 and hours per RO reached 1.9, the best week this quarter.
AI summary
The service drive opened 220 ROs this week, 14 more than last week, at 1.9 hours per RO and a $148 effective labor rate. Demand is front-loaded, with roughly a third of each weekday's write-ups in the first two hours. Parts fill rate slipped to 91%. Recommend adding a third advisor from 7 to 9 am, resetting stocking minimums on the top 40 maintenance parts, and pairing S. Coyle with D. Reyes on diagnostic jobs.
Ask next
- Show waiter vs drop-off ROs
- Which parts missed fill most?
- Customer pay hours by advisor
Show our FTC Safeguards Rule program status: risk assessment, training, vendor oversight and what is due next.
FTC Safeguards Rule program
Program elements complete
88%
+9 pts vs Q2
Staff training current
92%
88 of 96 security awareness
Vendors reviewed
22 / 25
3 open service provider oversight
Open findings
3
-6 vs last quarter
- Qualified Individual and written risk assessmentComplete
- Encryption in transit and at restComplete
- MFA on systems with customer data19 of 20 systems
- Security awareness training88 of 96 staff
- Service provider oversight22 of 25 vendors
3
from the Q3 vulnerability scan and vendor reviews
- Critical
- 0
- High
- 1
- Medium
- 2
- Closed this quarter
- 9
- Median days to close
- 11
What changed and what to do
- Warning: One DMS user account still signs in without MFA, the only high finding. It belongs to a shared parts counter login that needs individual accounts.
- Warning: Three vendors lack a current security review: the digital retailing tool, the key management system and a lead provider.
- Good: The written risk assessment, encryption and the September vulnerability scan are complete, and open findings fell from 9 to 3.
AI summary
The Safeguards program is 88% complete for the year, with the risk assessment, encryption and vulnerability scanning done. Remaining work is MFA on one shared DMS login, eight staff training completions and three vendor reviews. The annual penetration test is scheduled for Oct 20. Recommend replacing the shared parts login this week and finishing vendor reviews before the November tabletop, so the Qualified Individual's board report shows a complete year.
Ask next
- Which staff still need training?
- Show vendors by data access level
- Draft the board report outline
Sample data for a fictional company. Your dashboards run on your own connected systems.
Sound familiar?
Where the numbers live today
Leadership numbers lag a week
By the time sales and gross move from the DMS into a spreadsheet, the numbers are several days old.
F&I results land at month-end
Penetration and PVR by manager arrive with the month-end statement, after the coaching window has passed.
Safeguards tasks in a spreadsheet
FTC Safeguards Rule tasks, training dates and vendor reviews live in a tracker that one person maintains.
Aged units surface late
Used units cross 60 days before the next lot walk or 20-group meeting brings them up.
Metrics glossary
The metrics behind these dashboards
How each number is defined, so everyone reads it the same way.
- Front-end gross per unit
-
Average gross profit on the vehicle sale itself, before finance and insurance income.
FormulaFront-end gross ÷ Units retailed
- F&I PVR (per vehicle retailed)
-
Average finance and insurance gross profit earned on each retail unit, from reserve and product sales.
FormulaF&I gross ÷ Units retailed
- Product penetration
-
The share of deals that include a given F&I product. GAP is usually measured against financed deals only.
FormulaContracts sold ÷ Units delivered (or financed)
- Days supply
-
How many days current inventory would last at the recent retail sales pace.
FormulaUnits in stock ÷ Average daily retail sales (last 30 days)
- Effective labor rate
-
The average labor dollars the service department actually earns per hour sold, after discounts and policy adjustments.
FormulaLabor sales ÷ Labor hours sold
- Technician efficiency
-
How many hours a technician flags (bills) for each hour clocked on repair orders.
FormulaFlagged hours ÷ Clocked hours
Connections
How your systems connect
Supported APIs and exports sync into a private RapidDashboard store you approve. Dashboards read from that store, so source systems keep their normal load.
CDK Global
PullsDeals, inventory, service ROs, parts and technician time
CDK Fortellis APIs or approved partner integrations, synced into your private store.
Reynolds & Reynolds
PullsERA-IGNITE sales, service and accounting data where licensed
Reynolds Certified Interface paths under your dealer agreement.
Dealertrack and RouteOne
PullsCredit applications, F&I contracts, funding status and stipulations
Vendor APIs and secure file feeds, matched to deal numbers in the DMS.
vAuto
PullsDays in stock, price to market, appraisals
Inventory exports joined to DMS stock numbers for aging and pricing views.
What you can build
Dashboards and reports teams build next
Sales & gross
- Units and gross by salesperson
- Pace to monthly objective
- Gross by lead source
F&I
- PVR and penetration by manager
- Contracts in transit
- Menu presentation rate
Inventory
- Aging buckets by body style
- Price to market on aged units
- Days supply new and used
Service & compliance
- RO throughput by hour
- Technician efficiency
- FTC Safeguards program status
Customer and financial data protected
Dealers that arrange financing are covered by the FTC Safeguards Rule, which calls for a Qualified Individual, a written risk assessment, access controls, encryption and oversight of service providers. RapidDashboard keeps deal and customer data in a private store with role-based access, MFA and audit logging, so it fits inside that program as a reviewed service provider. AI features are optional and run on enterprise endpoints whose terms prohibit training on your data.
FAQ
Auto Dealerships dashboards: common questions
What should a car dealership dashboard show?
Most general managers start with units and gross by salesperson, pace to the monthly objective, F&I PVR and penetration, used inventory aging and service throughput. Compliance managers add FTC Safeguards program status. RapidDashboard builds each view from a plain-English question against your DMS and F&I data.
How is F&I PVR calculated?
F&I PVR is total finance and insurance gross profit divided by the number of retail units delivered in the same period. It includes finance reserve plus profit on service contracts, GAP and other products. Tracking it by F&I manager and by product shows where the menu process needs coaching.
How do you calculate days supply for used vehicles?
Divide the number of used units in stock by the average daily retail sales over the last 30 days. A store with 98 used units selling 2.35 a day has about 42 days supply. Pairing days supply with an aging view shows whether the supply is fresh or aged.
Can RapidDashboard connect to CDK Global, Reynolds & Reynolds and Dealertrack?
Yes. CDK Global connects through Fortellis APIs or approved partner integrations, Reynolds & Reynolds through certified interface paths where your agreement allows, and Dealertrack through vendor APIs and secure file feeds. All of it lands in one private store, so sales, F&I and service appear on the same dashboard.
Does the FTC Safeguards Rule apply to car dealerships?
Yes. Dealers that offer financing or leasing are financial institutions under the Gramm-Leach-Bliley Act, so the FTC Safeguards Rule applies to them. The rule requires a written information security program with a Qualified Individual, risk assessment, MFA, encryption, staff training, vendor oversight and an annual report to the board.
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